Property Coordinator

COPT DEFENSE PROPERTIES, LP; Chantilly (VA); On-site; USD 42,000 - 56,000; Full time

Job summary

COPT DEFENSE PROPERTIES, LP is seeking an administrative professional in Chantilly, VA to support the Property Management and Technical teams. Responsibilities include handling calls and emails, processing invoices, maintaining tenant files, and coordinating service requests with a focus on customer service.

The role requires at least 3 years in property management or real estate, strong Microsoft Office skills, and frequent travel between datacenters.

Qualifications

• Minimum High School Diploma or equivalent.
• Associates Degree or equivalent experience preferred.
• Minimum 3 years of experience in property management or real estate.
• PC proficiency including Microsoft Office and ability to learn company software.
• Frequent travel between Datacenters for inspections and meetings.

Responsibilities

• Provide administrative support to Property Management and Technical teams via phone and email.
• Process invoices and purchase orders and maintain vendor/contractor lists.
• Maintain tenant files, lease and contract documents.
• Coordinate tenant service requests and safety/evacuation information.
• Assist with budget preparation and monitoring for portfolio operations.
• Coordinate access cards, COIs, and vendor communications.
• Train staff on automated work order systems and maintain property information.
• Inspect properties and report findings with recommended next steps.
• Perform additional duties as assigned relating to portfolio operations.

Skills

Customer service

Organizational skills

Interpersonal skills

Microsoft Office

Adaptability

Education

High School Diploma

Associates Degree

Job description

Required to maintain and carry appropriate Government credentials.

POSITION SUMMARY:

Provide direct administrative support to assigned portfolio’s Property Management and Technical teams including but not limited to: telephone and email support, invoice/purchase order processing, contractor and tenant file maintenance, contract document preparation and monitoring, coordinating tenant request for services, and maintaining filing systems. Assist the Property Manager and/or Senior Property Manager with operational activities and management of assigned buildings. Acquire and demonstrate strong working knowledge of tenants and the portfolio’s operating budget. Maintain high quality customer service for tenant requests including issue resolution.

ESSENTIAL FUNCTIONS:

• Provide customer service to tenants by receiving tenant calls and coordinating requests for services.
• Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination.
• Resolve tenant complaints independently, promptly and appropriately and elevate as needed to the Senior/Property Manager.
• Provide emergency and safety information to tenants.
• Coordinate the scheduling of evacuation drills, etc.
• Prepare proposals and invoices for additional services and utilities.
• Coordinate security access information requests and emergency contacts lists.
• Coordinate Activation/deactivation property access cards.

2. Coordination - Lead and coordinate the following activities:

• Prepare letters, memos, spreadsheets, purchase order requests for bids and operating procedures.
• Order uniforms and provide technology support.
• Order office supplies.
• Plan office events, lunches, meetings and business travel.
• Maintain office equipment and equipment service agreements.
• Maintain lease files and other files.
• Administer the automated work order system and train new engineers on using the software.
• Maintain property information to include license agreements, vendor/contractor lists, emergency procedures, equipment lists, inventory lists and employee lists.

3. Operations Support -

• Inspect properties on a regular basis to ensure proper maintenance and quality of service.
• Report inspection findings to the Senior/Property Manager and assist with appropriate next steps.
• Review and recommend subcontracts for services including but not limited to maintenance, landscaping, janitorial, etc.
• Assist with specifications preparation, soliciting bids, analyzing and recommending approval for subcontracts.
• Acquire proper authorizations, collect COI (Certificates of Insurance) and enforce compliance.
• Develop and/or maintain property manual within portfolio.
• Assist the Senior/Property Manager with preparation and adherence to portfolio operating budgets.
• Monitor all building expenses.
• Assist the Senior/Property Manager in processing tax, insurance, lease, rent and other billings to tenants.
• Monitor and process invoices and purchase orders in Voyager in a timely manner and in accordance with company guidelines.
• Obtain documentation (W9) for new vendors and establish in Voyager.
• Research invoices and follow-up with vendors as needed.

SECONDARY RESPONSIBILITES:

• Perform other job-related duties as assigned.
• May be responsible for providing work direction to Administrative Support staff.

QUALIFICATIONS:

Education -

• Minimum High School Diploma or equivalent.
• Associates Degree or equivalent experience preferred.

Further Training - Pursuit of BOMA Real Property Administrator (RPA) and/or IREM Certified Property Manager preferred.

Professional Experience - Minimum 3 years of experience in property management or real estate.

Computer Skills -

• PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.
• Ability to adapt to new or changing software programs.

Mobility - Frequent travel between Datacenters for property inspections, tenant meetings and vendor meetings.

Other Requirements -

• Exceptional organizational skills.
• Excellent interpersonal and customer service skills.
• Working knowledge of operational budgets.
• Required to carry appropriate Datacenter site credentials.
• May be required to carry and maintain appropriate government credentials.

Qualifications

Education

Required

High School or better.

Experience

Required

3 years:

Minimum 3 years of experience in property management or real estate.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.