Property Coordinator, US (Midwest)

Realterm; Chicago (IL); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Healthcare coverage

Retirement plan with matching contributions

Paid leave

Volunteer time off

Wellness/lifestyle benefits

Job summary

Realterm is seeking a Property Coordinator in Chicago, Illinois to assist the Regional Senior Property Manager and Property Managers with daily operations. This role will focus on achieving property financial and operational objectives while ensuring compliance and fostering positive vendor and tenant relationships.

The ideal candidate will have at least three years of experience in commercial real estate, strong skills in Microsoft Excel, and a Bachelor's degree or equivalent. This position offers a robust benefits program and a collaborative work environment.

Qualifications

• At least three years of commercial real estate or equivalent experience.
• High level of proficiency in Microsoft Excel, Word and Outlook.
• Experience with Yardi property management software is a plus.

Responsibilities

• Assist in all operations and achieve property financial and operational objectives.
• Prepare, manage, and track service, project, and construction contracts.
• Maintain department file organization and construction files.

Skills

Advanced business mathematical skills

Writing skills

Microsoft Excel proficiency

Microsoft Word proficiency

Microsoft Outlook proficiency

Yardi property management software

Education

Bachelor's degree or equivalent experience

2-3 years experience in property coordination

Job description

Summary

Provide assistance to the Regional Senior Property Manager and Property Managers with all operations and achieving property financial and operational objectives of the Midwest Property Management region.

Property Management

• Prepare, manage and track service, project and construction contracts
• Assist in preparing requests for proposals, schedules and applications for construction projects
• Track and manage contract renewals
• Work with Property Managers on administrative tasks for tenant improvements, move‑ins and move‑outs and capital projects
• Assist in recording property inspections
• Build and maintain positive relationships with tenants, vendors and contractors
• Field tenant complaints, dispatch to vendors and follow‑up on performance

Financial

• Perform initial review and coding of vendor invoices
• Review any tenant billbacks
• Perform utility transfer process relating to acquisitions, dispositions, and tenant activity
• Assist in utility benchmarking including but not limited to invoice, data, or LOA collection from tenants
• Support department on accounts payable research and follow up
• Assist in preparation of owner reports, variance analyses and operating budgets

Administration

• Ensure compliance of receipt and tracking of vendor insurance
• Manage tenant and vendor information database
• Develop and maintain files for each property
• Maintain department file organization and construction files including contracts, approvals, insurance verification, construction bids and lien releases
• Assist with input and follow up on work orders entered into Facilities Manager
• Maintain tracking and inventory management office supplies

Support

• Assist Regional Senior Property Manager and Property Managers with property acquisition transition process
• Assist Regional Senior Property Manager with administrative support and implementation of department wide initiatives, including but not limited to management and tracking of department wide SOPs
• Interface with Leasing and Asset Management on implementation of new and renewed leases including but not limited to preparing and sending tenant welcome packages, transferring utilities into tenant's name, etc.
• Perform special ad hoc projects and assignments
• Assist with preparing emergency response plans, as needed, within the Midwest portfolio
• Assist with planning tenant events

Competencies

• Accountability & Availability
• Character, Trust, Integrity
• Planning, Decision-Making & Initiative
• Development & Learning
• Collaboration, Communication & Teamwork

Qualifications

• Advanced business mathematical and writing skills
• At least three years of commercial real estate or equivalent experience
• High level of proficiency in Microsoft Excel, Word and Outlook
• Experience with Yardi property management software is a plus

Education and/or Experience

• Bachelor's degree or equivalent experience
• 2-3 years experience in property coordination

Work Environment

• The position will work in a general office setting and minimal travel based on organizational/business needs.

Physical Demands

Must be able to remain in a stationary position for the majority of the workday, sitting at a desk, consistently operating a computer. The person in this position must be able to access file cabinets and office machinery (to include a computer, copier, and fax machine). On occasion, may need to lift boxes of up to 10 lbs.

Benefits

Realterm prioritizes, embraces and values safe, inclusive and collaborative environments and is committed to intentionally building a workplace where our employees can succeed. Full-time eligible employees may participate in our robust benefits program which includes healthcare (single and family coverage available), retirement plan with matching contributions, paid leave, volunteer time off, wellness/lifestyle benefits and more. More information regarding benefits and total compensation will be provided during the hiring process.

Equal Opportunity Employer

Realterm is an equal opportunity employer, as we value and respect diversity. We encourage diversity in ideas, opinions, experiences and identities. We do not discriminate in our employment practices based upon protected class, to include race, color, religion, sex, national origin, age, disability or genetic information.