Property Coordinator

COPT Defense Properties; Chantilly (VA); On-site; USD 52,000 - 76,000; Full time

Job summary

COPT Defense Properties is seeking an Administrative Support Specialist to assist the Property Management and Technical teams across a portfolio of data center facilities in Chantilly, VA.

You will handle tenant requests, process invoices and purchase orders, maintain files, coordinate access and emergency contacts, assist with operating budgets, and support vendor relations to ensure efficient, compliant operations.

Qualifications

• Minimum High School Diploma or equivalent.
• Associates Degree or equivalent experience preferred.
• 3 years of experience in property management or real estate.

Responsibilities

• Provide customer service to tenants and coordinate service requests.
• Process invoices and purchase orders; maintain vendor and lease files.
• Assist with operating budgets and financial documentation.
• Coordinate security access information and emergency contacts; maintain procedures.
• Administer the automated work order system and train staff.

Skills

Customer service

Administrative support

Microsoft Office

Budget management

Vendor coordination

Communication

Education

High School Diploma

Associates Degree

Tools

Voyager

Office software

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.