Property Coordinator
28 days ago
Reno
Job Description Summary of Responsibilities The Property Coordinator ensures operational excellence of the property portfolio through oversight of multiple critical functions including maintenance programs, security measures, make-ready processes, transaction management, insurance compliance, regulatory adherence, and property tax management. This position serves as a key liaison between property managers, owners, vendors, and municipal authorities while maintaining property standards. Core Responsibilities Maintenance Coordination • Develop and manage preventive maintenance schedules for all properties, • Coordinate recurring maintenance services including landscaping, pest control, and HVAC maintenance, • Track maintenance contracts and schedule routine service visits, • Inspect completed maintenance work to ensure quality standards, • Maintain detailed service records and documentation, • Monitor maintenance costs against budgets, • Identify and implement maintenance process improvements, • Coordinate emergency maintenance responses when needed, • Manage relationships with maintenance vendors and contractors Security Management • Oversee property security systems and protocols, • Maintain lockbox codes and access information, • Coordinate security system installations (when needed), • Respond to security incidents and maintain incident reports, • Ensure compliance with safety regulations and guidelines Construction Coordination · Coordinate with construction project coordinator to move vacant properties into rehab process · Ensure information and documentation is provided as needed to the dispositions department for property sales Code Compliance • Monitor and respond to city code violations, • Coordinate with vendors to address violation notices, • Schedule inspections and follow up on compliance requirements, • Maintain records of violations, resolutions, and correspondence, • Track deadlines for violation remediation, • Maintain vacant property registrations current as required by municipalities Insurance Management • Maintain property insurance records and ensure coverage compliance, • Process insurance claims and coordinate with adjusters, • Track insurance renewals and update coverage as needed, • Review insurance certificates from vendors and contractors, • Maintain documentation of insurance-related correspondence Property Tax Management • Monitor and process property tax payments for the entire portfolio, • Maintain tax payment schedules and ensure timely submissions, • Review tax assessments for accuracy and identify opportunities for appeals, • Track and document all tax-related correspondence, • Prepare tax accruals and reconciliations Utility Management • Oversee utility accounts and ensure continuous service, • Process and validate utility bills for payment, • Monitor utility consumption and costs across properties, • Identify and investigate unusual consumption patterns, • Coordinate new utility service setups and disconnections, • Manage relationships with utility providers, • Maintain utility deposit records General Administrative Duties • Generate regular reports on maintenance, security, make-ready status, transactions, and compliance, • Maintain digital and physical documentation systems, • Process vendor invoices and maintain cost records, • Maintain vendor compliance documentation, • Coordinate with legal counsel when necessary, • Respond to inquiries from property managers, owners, and municipal authorities, • Assist in developing and implementing procedures for better efficiency, • Generate regular reports on tax and utility expenses, • Assist in annual budget preparation for tax and utility expenses, • Coordinate with accounting department for payment processing, • Maintain vendor relationships and contracts Skills & Competencies • Strong understanding of residential property operations, including maintenance, utilities, insurance, taxes, and code compliance, • Ability to coordinate multiple properties, vendors, and deadlines simultaneously, • Experience managing preventive and corrective maintenance and working with third-party contractors, • Knowledge of municipal code enforcement processes and compliance tracking, • Strong organizational skills with exceptional attention to detail and documentation accuracy, • Ability to monitor expenses, review invoices, and support budget tracking, • Proficiency with property management systems and Microsoft Office (especially Excel), • Clear, professional communication skills and ability to work cross-functionally, • Strong problem-solving skills and ability to respond effectively to time-sensitive issues Required Qualifications · Associate’s degree or equivalent professional experience in property management, real estate operations, facilities management, or a related field; or Minimum of 2–4 years of experience in property operations, property coordination, facilities management, or a similar role · Experience working with vendors, contractors, and service providers · Working knowledge of Microsoft products and CRM platforms Preferred Qualifications · Experience with commercial property management · Familiarity with municipal code enforcement processes · Experience with project management · Background in insurance or risk management · Familiarity with utility management platforms, property tax vendors, or insurance tracking systems · Experience supporting multi-state or multi-property portfolios This position is generally Monday through Friday. Occasional weekend work may be required based on operational needs, and hours may vary. Pay is commensurate with experience. Company DescriptionOur mission is to turn destroyed or uninhabitable housing stock into durable assets for families, business opportunities for contractors, and sustainable income streams for investors, setting a new national standard where first-time buyers gain equity and communities keep pride of place. At the end of the day we believe the markets we work in are great places to live and we want to help those cities, and their communities rebuild and prosper.Our mission is to turn destroyed or uninhabitable housing stock into durable assets for families, business opportunities for contractors, and sustainable income streams for investors, setting a new national standard where first-time buyers gain equity and communities keep pride of place. At the end of the day we believe the markets we work in are great places to live and we want to help those cities, and their communities rebuild and prosper.