Operations Coordinator

EPT SPE LLC; San Francisco (CA); On-site; USD 3,695,000 - 4,305,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

401k employer match

Paid parental leave

Wellness programs

Housing discount 20%

Holidays and PTO

Job summary

Essex Property Trust is seeking an Operations Coordinator to support maintenance operations across a portfolio of properties in California. The role emphasizes in-person coordination with residents, vendors, and the on-site team, with occasional virtual communication when needed.

The position requires high school diploma (college degree preferred), strong organizational and communication skills, and proficiency with Office and property-management software.

Qualifications

• High school diploma or equivalent required; college degree preferred.
• Proficiency with Microsoft Office Suite and familiarity with property management or CRM software.
• Prior experience in customer service or property management is preferred.

Responsibilities

• Manage and prioritize service requests using SightPlan.
• Schedule pre-move-out and final move-out inspections with residents, in person or virtual.
• Create purchase orders for vendor services and track work orders.
• Schedule vendors for unit turnovers based on inspection findings.
• Monitor turnover and maintenance work orders for timely completion.
• Respond to onsite emergencies and coordinate with onsite team.
• Support asset improvement projects with CMS Project Manager.
• Be the Community Management stakeholder for projects.
• Assist in scheduling and granting property access for projects.

Skills

Customer service

Organization

Communication

Teamwork

Time management

Independence

Education

High school diploma or equivalent

College degree preferred

Tools

Microsoft Office Suite

Property management software

CRM software

Job description

City Hayward State California Job Location SFO 172 City View Position Type Regular The Operations Coordinator plays a vital role in supporting maintenance operations. This position ensures the seamless coordination of maintenance requests, vendor scheduling, and project support. Working closely with the General Operations Managers and Maintenance Supervisors, the Operations Coordinator prioritizes service requests and maintains compliance with maintenance standards. By streamlining processes and ensuring timely communication with residents and vendors, this role is essential to keeping a portfolio of properties running efficiently and effectively.

Work is primarily conducted in person in an assigned Essex office to communicate with residents, vendors, and fellow associates in person, relying on virtual and telecommunication when that is not possible. On occasion, in-person meetings, project management, and inspections needed on-site at properties within the portfolio.

WHAT YOU WILL DO:

• Manage and prioritize service requests using SightPlan.
• Schedule pre-move-out and final move-out inspections with residents, which may be conducted in person or virtually as needs demand.
• Create purchase orders for vendor services and track vendor-related work orders.
• Schedule vendors for unit turnovers based on inspection findings.
• Monitor unit turnover and maintenance work orders to ensure timely completion.
• Respond to onsite emergencies and coordinate with the onsite team, including providing in-person support and coverage as needed for colleagues at other locations.
• Partner with CMS Project Manager in supporting various asset improvement and preventative maintenance projects.
• Be the Community Management stakeholder of each project.
• Assist in scheduling and granting property access for projects led by Project Execution and sustainability, which can require onsite presence to facilitate.
• Communicate with on-site team and residents in person (or telephonically and virtually when not possible) to confirm work completion, gather feedback, and recommend improvements.
• Assist in purchasing supplies, equipment, and services while tracking budget variances and escalating concerns as needed.
• Other responsibilities as deemed necessary by the company as part of the ordinary course of business.

WHAT YOU WILL NEED:

• High school diploma or equivalent required.
• College degree preferred.
• Proficiency with Microsoft Office Suite and familiarity with property management or CRM software.
• Prior experience in customer service or property management is preferred.
• Commitment to providing exceptional customer service and a desire to help people.
• Strong organizational and time management skills to handle multiple responsibilities effectively.
• Ability to work independently and collaboratively in a centralized hub environment.
• Ability to read, write, speak, and understand English.
• Capability to utilize a personal smart device for apps related to property operations and communication.
• Ability to work onsite to complete essential job functions outlined above and as arise in the ordinary course of the job.

WHAT THE JOB REQUIRES:

• Maintain alignment with Essex policies and procedures while effectively managing relationships with internal and external stakeholders.
• Maintain compliance with all applicable laws, e.g., Fair Housing, Landlord Tenant, Local Building Codes, OSHA, and EEOC.
• Excellent verbal and written communication skills.
• Ability to create, compose, and edit written materials.
• Regular, consistent, and timely attendance required.
• This role requires a five-day workweek that will likely include weekend coverage.
• Work is primarily performed at an Essex office location, involving extended periods of sitting at a desk or workstation, with the regular need to deliver resident notices.
• This may involve walking and use of stairs for prolonged periods of time.
• Travel required for occasional meetings and training.

WHAT YOU WILL BRING TO THE TABLE:

• Decisions made with thorough understanding of procedures, company policies, and business practices to achieve general results and deadlines.
• Team-oriented mindset with a commitment to efficiency and service excellence.
• Initiative to enhance workflows and optimize maintenance processes.
• Detail-focused approach to tracking and managing vendor relationships.
• Strong communication skills to foster positive resident experiences.
• Ability to exercise initiative.
• Ability to meet all job requirements and assignments.

#LI-Onsite

All full-time regular associates are offered competitive salaries, experience career growth, and are eligible for benefit packages that include medical, dental, vision, paid parental leave, 401k employer match, excellence rewards, wellness programs, and much more. With our 12 paid holidays and 15 PTO days, work/life balance is a priority! Additionally, most positions are eligible for a housing discount of 20%. Essex provides great communities in which to live, work and invest. We are a purpose-driven company, and we pride ourselves on promoting an internal culture of growth and opportunity by engaging, enabling, and empowering our teams. Working at Essex is not a destination. It is a journey where you can confidently build your career.

New hires generally start between $26.92 - $31.25 per hour. The final salary offer will be determined after reviewing relevant factors, including but not limited to skill sets; relevant experience; internal equity; and other business and organizational needs. This role is also eligible to participate in Essex’s discretionary Annual Bonus program that is commensurate with the level of the position. Come build a career with us! Essex Property Trust is an S&P 500 company and a proven leader in West Coast apartments. We are committed to the vibrant communities in which we operate, and we continually push to innovate, improve, and add value to the lives of our residents, associates, and shareholders. At Essex, we believe a company focused on diversity, equity, and inclusion (DEI) is the key driver of innovation and collaboration. We offer competitive benefits, opportunities to grow your career, and a positive workplace environment in which every employee is empowered to provide a meaningful contribution to our Company’s mission. All full-time regular associates are offered competitive salaries, experience career growth, and are eligible for benefit packages that include medical, dental, vision, paid parental leave, 401k employer match, excellence rewards, wellness programs, and much more. With our 12 paid holidays and 15 PTO days, work/life balance is a priority! Additionally, most positions are eligible for a housing discount of 20%.