Operations Coordinator, Commercial Property Management

The Lewis Group of Companies; Upland (CA); On-site; USD 39,000 - 47,000; Full time

Benefits offered by this job

Annual bonus

Mileage reimbursement

Cellphone reimbursement $60/month

Health benefits

401k with company match

Raises eligibility

Job summary

The Lewis Group of Companies in Upland, CA, is seeking an Operations Coordinator for Commercial Property Management. The role supports property operations at our Upland corporate office, coordinating vendors, preparing contracts, tracking compliance, and maintaining records to ensure smooth daily operations.

Your work includes vendor coordination, contract administration, and maintaining documentation for multiple properties.

Qualifications

• 3–5 years of experience in administrative coordination, with facilities, construction, maintenance coordination, vendor/contractor coordination, and/or commercial property management preferred.
• Work experience tracking projects, administering contracts, purchasing, insurance documentation, and/or competitive bidding experience also preferred.
• Strong organizational skills and the ability to manage multiple priorities, deadlines, and follow-up items with minimal supervision.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint; experience with property management, work order, purchasing, or contract systems is a plus.
• A valid driver’s license and reliable transportation may be required for occasional travel to Company properties.
• Note: Occasional after-hours availability may be required to support property operational needs.

Responsibilities

• Coordinate vendors and contractors for repairs, maintenance, inspections, and other property-related work.
• Prepare and track vendor agreements, service contracts, purchase orders, change orders, invoices, and related documentation.
• Collect and maintain certificates of insurance and other vendor compliance documentation.
• Assist with purchasing maintenance materials, supplies, equipment, and services.
• Develop bid packages and scopes of work, solicit competitive bids, and organize bid comparisons.
• Coordinate tenant notifications and access for repairs, inspections, service interruptions, and maintenance activities.
• Track maintenance and repair projects from initial request through completion, including schedules, invoices, warranties, closeout documentation, and outstanding items.
• Support preventive maintenance scheduling and help ensure recurring services and inspections are completed on time.
• Maintain organized vendor, contract, bid, safety, permit, inspection, and compliance records.
• Assist with emergency management and business continuity documentation and coordination.
• Support property operations reporting, meeting preparation, calendars, records management, and special projects.

Skills

Administrative coordination

Vendor/contractor coordination

Project tracking

Communication skills

Organizational skills

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Operations Coordinator, Commercial Property Management

Commercial Property ManagementUpland,California

Operations Coordinator, Commercial Property Management – Upland, CA

About Us:

Lewis Group of Companies is one of the nation’s largest privately held real estate development firms. With over 70 years of experience, we’re committed to creating communities that thrive. We value honesty, long-term relationships, and high-quality standards that benefit our employees, residents, and the broader communities we serve. Our values of Authenticity, Responsibility, Integrity, Collaboration, and Passion guide how we work every day.

Lewis seeks an organized and proactiveOperations Coordinator to join our Commercial Property Management team. Based at our Upland, CA corporate office, this position provides key administrative and operational support to our commercial properties, working closely with Property Management and Maintenance.

This is an excellent opportunity for someone who enjoys keeping projects moving, coordinating with vendors and contractors, and managing the many details that support successful property operations.

Your Work will include:

• Coordinate vendors and contractors for repairs, maintenance, inspections, and other property-related work.
• Prepare and track vendor agreements, service contracts, purchase orders, change orders, invoices, and related documentation.
• Collect and maintain certificates of insurance and other vendor compliance documentation.
• Assist with purchasing maintenance materials, supplies, equipment, and services.
• Develop bid packages and scopes of work, solicit competitive bids, and organize bid comparisons.
• Coordinate tenant notifications and access for repairs, inspections, service interruptions, and maintenance activities.
• Track maintenance and repair projects from initial request through completion, including schedules, invoices, warranties, closeout documentation, and outstanding items.
• Support preventive maintenance scheduling and help ensure recurring services and inspections are completed on time.
• Maintain organized vendor, contract, bid, safety, permit, inspection, and compliance records.
• Assist with emergency management and business continuity documentation and coordination.
• Support property operations reporting, meeting preparation, calendars, records management, and special projects.

Skills for Success:

• 3–5 years of experience in administrative coordination, with facilities, construction, maintenance coordination, vendor/contractor coordination, and/or commercial property management preferred.
• Work experience tracking projects, administering contracts, purchasing, insurance documentation, and/or competitive bidding experience also preferred.
• Strong organizational skills and the ability to manage multiple priorities, deadlines, and follow-up items with minimal supervision.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint; experience with property management, work order, purchasing, or contract systems is a plus.
• Ability to review and understand service agreements, proposals, invoices, certificates of insurance, and basic maintenance documentation.
• A valid driver’s license and reliable transportation may be required for occasional travel to Company properties.
• Note: Occasional after-hours availability may be required to support property operational needs.

This is an excellent opportunity to join a nationally awarded and recognized, growing company with a strong history, a broad future, and positive corporate culture. In addition to a competitive hourly pay rate ($31/per hour), Lewis offers annual bonus and raise eligibility, mileage reimbursement, $60/month cellphone reimbursement, a variety of health benefits to choose from, a 401k with company match, and much more.

Please note: This posting is a summary of the role's primary duties. For a comprehensive list of essential functions, physical demands, and formal requirements, please request the full internal job description.

Lewis is an Equal Opportunity Employer and encourages applicants of diverse backgrounds to apply.