Property Coordinator

Frederick Fox; Chicago (IL); On-site; USD 42,000 - 65,000; Full time

Job summary

Frederick Fox in Chicago is seeking a Property Coordinator to support a team of Property Managers in the day-to-day operations of a commercial real estate portfolio.

You will handle administrative, financial, and operational tasks, manage vendor contracts, assist with tenant improvements, and help ensure properties meet financial and operational goals. This role offers growth within a stable CRE organization.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience preferred.
• 2-3 years of commercial real estate, property coordination, or property management experience.
• Strong organizational and project coordination skills with exceptional attention to detail.
• Advanced proficiency with Microsoft Excel, Word, and Outlook.
• Experience with Yardi or other commercial property management software is a plus.
• Strong written and verbal communication skills.
• Ability to prioritize multiple projects in a fast-paced environment.
• Strong analytical, problem-solving, and customer service skills.

Responsibilities

• Prepare, manage, and track vendor service agreements, project contracts, and construction contracts.
• Assist with Requests for Proposals (RFPs), project schedules, and construction-related documentation.
• Monitor contract expiration dates and renewal timelines.
• Support Property Managers with tenant improvements, move-ins, move-outs, and capital improvement projects.
• Coordinate and document routine property inspections.
• Build and maintain strong relationships with tenants, vendors, and contractors.
• Respond to tenant requests and complaints by coordinating vendor services and ensuring timely follow-up.

Skills

Organizational skills

Project coordination

Attention to detail

Communication skills

Customer service

Multitasking

Education

Bachelor’s degree or equivalent

Tools

Microsoft Excel

Microsoft Word

Outlook

Yardi

Job description

Property Coordinator (Commercial Real Estate)

Position Overview

We are seeking a Property Coordinator to support a team of Property Managers in the day-to-day operations of a commercial real estate portfolio. This role is responsible for providing administrative, financial, and operational support while helping ensure properties are managed efficiently and meet financial and operational objectives.

This is an excellent opportunity for someone with commercial real estate experience who thrives in a fast-paced, collaborative environment and is looking to grow within property management.

Key Responsibilities

Property Management

• Prepare, manage, and track vendor service agreements, project contracts, and construction contracts.
• Assist with Requests for Proposals (RFPs), project schedules, and construction-related documentation.
• Monitor contract expiration dates and renewal timelines.
• Support Property Managers with tenant improvements, move-ins, move-outs, and capital improvement projects.
• Coordinate and document routine property inspections.
• Build and maintain strong relationships with tenants, vendors, and contractors.
• Respond to tenant requests and complaints by coordinating vendor services and ensuring timely follow-up.

Financial Support

• Review and code vendor invoices for accounts payable processing.
• Review tenant billbacks for accuracy.
• Coordinate utility transfers related to acquisitions, dispositions, and tenant occupancy changes.
• Assist with utility benchmarking by collecting invoices, usage data, and tenant documentation.
• Support accounts payable research and issue resolution.
• Assist with owner reporting, budget preparation, and variance analysis.

Administrative Support

• Track vendor insurance certificates and ensure compliance requirements are met.
• Maintain tenant and vendor databases.
• Organize and maintain property files, including construction documentation, contracts, bids, insurance certificates, approvals, and lien releases.
• Enter and monitor work orders within the property management system.
• Manage office supply inventory and ordering.

Team Support

• Assist with property acquisition and transition activities.
• Support department-wide initiatives, standard operating procedures (SOPs), and administrative projects.
• Coordinate lease implementation activities, including tenant onboarding, welcome packages, and utility transfers.
• Assist with emergency preparedness planning across the portfolio.
• Help coordinate tenant appreciation events.
• Perform additional projects and assignments as needed.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience preferred.
• 2-3 years of commercial real estate, property coordination, or property management experience.
• Strong organizational and project coordination skills with exceptional attention to detail.
• Advanced proficiency with Microsoft Excel, Word, and Outlook.
• Experience with Yardi or other commercial property management software is a plus.
• Strong written and verbal communication skills.
• Ability to prioritize multiple projects in a fast-paced environment.
• Strong analytical, problem-solving, and customer service skills.

Preferred Competencies

• Accountability and professionalism
• Strong organizational and planning skills
• Initiative and sound decision-making
• Collaborative team player
• Excellent communication and relationship-building skills
• High level of integrity and attention to detail

Work Environment

• Office-based position with occasional travel as needed.
• Collaborative team environment supporting a commercial real estate portfolio.
• Opportunity for long-term growth within a stable and expanding real estate organization.