Property Coordinator or Assistant Portfolio Manager

Tiarna Real Estate Services, Inc.; Irvine (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Equal opportunity employer

Job summary

Tiarna Real Estate Services, Inc. is seeking a detail-oriented Property Coordinator to oversee day-to-day operations of a commercial portfolio in Irvine.

You’ll work closely with the Real Estate Manager to keep tenants informed, coordinate vendor activity, and ensure accurate financial and compliance records. The role involves logging and resolving tenant requests, coordinating repairs, and assisting with budget planning while maintaining organized property documentation and reporting for

Qualifications

• Bachelor's degree in a related field or equivalent combination of education and experience.
• 1–2 years of experience in property management or a related administrative role.
• Intermediate to advanced proficiency with Microsoft Office (Excel, Word, Outlook).
• Strong financial basics and ability to calculate percentages and prorations.

Responsibilities

• Serve as the first contact for tenant requests and log work orders to resolution.
• Coordinate maintenance with engineers, janitorial, security, and vendors.
• Maintain tenant, vendor, and emergency contact lists.
• Prepare tenant billings and assist with budget data.
• Support property reports and annual budget process.
• Assist with regular property inspections and prepare recommendations.

Skills

Customer service

Communication

Organization

Problem solving

Teamwork

Education

Bachelor's degree

Tools

MRI

Yardi

AvidXchange

MRI Angus Software

getJones Insurance Compliance Software

Job description

The Property Coordinator is the day-to-day operational backbone of a commercial real estate portfolio. Working closely with the Real Estate Manager, the Coordinator helps ensure tenants are informed and satisfied, keeps vendors and building staff moving, and keeps the properties financial and compliance records accurate and current. This role is ideal for a detail-oriented, service-minded professional seeking to build a career in commercial property management.

All duties are performed under the supervision and direction of, and subject to the review and approval of, the licensed Real Estate Manager.

KEY RESPONSIBILITIES

• Serve as the first point of contact for tenant requests and concerns; log them as work orders in the property management system and follow through to resolution.
• Coordinate maintenance requests with engineering, janitorial, security, and vendors, and keep tenants updated until each request is closed.
• Coordinate tenant move-ins and move-outs, including access, keys/cards, building rules, and suite condition.
• Maintain accurate tenants, vendors, and emergency contact lists; distribute and collect updated Tenant Contact forms.
• Support tenant communications, tenant events, and Fire Life Safety training and drills
• Code operating invoices to the approved budget and in accordance with the management agreement; route for Real Estate Manager approval.
• Research and resolve invoice discrepancies; track recurring and utility invoices to ensure timely receipt and payment.
• Prepare tenant billings for miscellaneous and after-hours charges.
• Support the annual budget process by researching line items, obtaining vendor bids, and entering budget data.

Property Operations & Vendor Management

• Act as liaison between management and engineers, security, and janitorial teams.
• Assist with regular property inspections; document findings and help prepare recommendations for maintenance, repairs, and improvements.
• Prepare service agreements, purchase orders, and construction contracts as directed for Real Estate Manager review; track executed documents and key dates.
• Track tenant and vendor certificates of insurance and W-9’s; follow up on expired or non-compliant certificates before they lapse.
• Maintain organized, complete electronic property files, including leases, contracts, correspondence, and reports.
• Support preparation of accurate, timely property reports for ownership.

Office Administration

• Process and date-stamp incoming mail; scan, file, and distribute documents.
• Perform other related duties as assigned by the Real Estate Manager.

QUALIFICATIONS

Required

• Bachelor's degree (BA/BS) from a four-year college or university, or equivalent combination of education and experience.
• 1–2 years of experience in property management, real estate, customer service, or a related administrative role.
• Intermediate to advanced proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Working knowledge of basic financial concepts, with the ability to calculate percentages, prorations, and similar figures accurately.

Preferred

• Experience with commercial property management or accounting software (e.g., MRI, Yardi, AvidXchange, MRI Angus Software, getJones Insurance Compliance Software)
• Familiarity with commercial lease terms and certificate-of-insurance tracking.

SKILLS & COMPETENCIES

• Customer service: Delivers courteous, responsive service and stays professional and calm in difficult or emotional situations.
• Communication: Writes and speaks clearly; keeps the Real Estate Manager informed of progress, changes, and issues.
• Organization: Manages multiple priorities and deadlines across properties with strong attention to detail.
• Problem solving: Reads and interprets documents such as leases, contracts, and invoices; identifies issues early and proposes practical options.
• Teamwork & reliability: Builds positive relationships, treats people with respect, follows policies and procedures, is a team player and is dependable and punctual.

PHYSICAL DEMANDS & WORK ENVIRONMENT

Work is performed primarily in an office setting with regular visits to properties for inspections, tenant meetings, and vendor walk-throughs. Property visits may involve walking building grounds, climbing stairs, and accessing mechanical rooms, rooftops, or common areas.

ADDITIONAL INFORMATION

This description reflects the essential functions of the position and is not an exhaustive list of all duties. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Tiarna Real Estate Services is an equal opportunity employer.