Property Operations Coordinator

PMB REAL ESTATE SERVICES LLC; Vancouver (WA); On-site; USD 39,000 - 44,000; Full time

Job summary

PMB REAL ESTATE SERVICES LLC in Vancouver, WA seeks a Property Operations Coordinator to support PacNW property management team under direct supervision.

You will handle tenant calls, coordinate work orders, manage vendor relations, arrange move-ins, and maintain access control and signage. This role emphasizes customer service, organization, and timely communication in a fast-paced, on-site environment.

Qualifications

• 3+ years of office administration in commercial real estate or medical offices preferred.
• Bachelor’s degree in business, real estate, or related field preferred.
• Tenant-focused, responsive customer service mindset.
• Ability to multitask and meet deadlines.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office; Yardi experience preferred.

Responsibilities

• Answer calls and route tenant issues promptly.
• Receive work orders and coordinate with service providers.
• Support tenant relations events and programs.
• Coordinate janitorial services and address feedback with vendors.
• Manage building and tenant signage.
• Review questionable invoices as needed.
• Assist with move-ins including insurance certificates and documentation.
• Maintain key card access system and update records.
• Update emergency contact information for the portfolio.
• Ensure contractor and vendor insurance compliance.
• Support tenant events and leasing materials.
• Communicate with tenants about disruptions and property events.
• Process rent payments in Yardi and approve invoices.

Skills

Office administration

Customer service

Multitasking

Communication skills

Education

Bachelor’s degree in business, real estate, or related field

Tools

Yardi

Microsoft Office

Job description

Job Details

Job Location: Vancouver, WA 98664, Position Type: Full Time, Salary Range: $28.00 - $32.00 Hourly

Position Summary

Under direct supervision, the Property Operations Coordinator assists and supports activities for the PacNW Property Management Team.

Specific Duties

• Answer incoming calls, as needed, and resolve or route tenant issues to appropriate parties on time.
• Receives tenant calls for work order requests, entering into the work order system and coordinating with appropriate in-house service provider, maintenance technician, or vendor; Follows up on the status of work orders and ensures successful closeout.
• Partners with the team on tenant relations events and programs.
• Coordinates janitorial services, including handling feedback or complaints with the appropriate vendor, informing the Sr. Property Manager.
• Manages and maintains building and tenant signage.
• Researches questionable invoices, as needed or if requested.
• Assist with the coordination and set-up of new tenant move-ins, including Acceptance of Premises document, sending out welcome letters, moving package and tenant handbook to tenants, while ensuring insurance certificates for both tenants and their vendors are in place prior to move-in, setting up janitorial, creating/ordering suite and directory signage, coordinating all with appropriate on‑site personnel or property manager and giving appropriate move‑in documentation to Lease Accounting Administrator.
• Maintains key card access systems for portfolio buildings, including updating the database and the operating system and issuing cards, etc.
• Maintains and ensures timely updates to the Portfolio emergency contact information book, to include tenant and vendor information.
• Maintain contractor, vendor, and building insurance compliance.
• Support property management in establishing and maintaining a positive tenant relations program, ex. planning and executing tenant events.
• Partner with leasing team to ensure leasing flyers and marketing boards are current.
• Communicate and resolve outstanding tenant issues such as nonpayment of rent, repairs, and maintenance, etc., without delay in a professional and respectful manner.
• Communicate with tenants regarding any property events that may cause disruption in their normal course of business.
• Partner with the Property Manager to perform annual inspection report compliance.
• Perform other administrative tasks and other duties, as needed from time to time.
• Apply tenant rent payment receipts into the Yardi property accounting system.
• Process and approve property invoices in the Yardi (Nexus) property accounting system.

Qualifications

• Minimum of three (3) years of office administration in commercial real estate or medical office is preferred.
• Bachelor’s degree in business, real estate, or a related field, or completion of relevant technical coursework, preferred.
• Absolute understanding and buy‑in of the Company’s point of view, “the tenant is our most important asset, and we will be exceptionally responsive to them.”
• Has a strong sense of urgency in customer service, solving problems and resolving issues.
• Ability to multitask and handle multiple projects simultaneously.
• Ability to meet deadlines.
• Excellent verbal and written communication skills.
• Excellent organizational skills and follow-through.
• Computer proficiency with Microsoft Office: Word and Excel; Yardi experience preferred.
• Proven ability to work with the MS Windows environment, folder and file structure, and the concept of a computer network with folders and files stored on other computers on the network.
• Ability to build and maintain supportive relationships with others.
• Ability to work in a fast‑paced, team‑oriented environment with multiple deadlines, and flexibility in dealing with changing priorities.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or listen. The employee is frequently required to stand, walk, bend, and use hands to type data, dial a telephone, and reach with hands and arms. The employee must occasionally lift and/or move up to ten (10) to fifteen (15) lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The noise level in the work environment is usually low. The work is fast‑paced.

Pay Rate

Pay Rate : $28.00 - $32.00 per hour. This is the range that we, in good faith, believe is the appropriate range for the position. We may ultimately pay more or less depending on experience.