Asset Management Coordinator

About the role

The Asset Management Coordinator plays an important role in keeping Asset Management workflows organized, accurate, and moving forward. This position provides administrative and operational support across Asset Management, with a particular focus on coordinating tenant related matters, documentation, deadlines, reporting, and follow up. This is a role for someone who naturally creates structure, notices the details, and takes ownership of keeping things on track. The ideal candidate is comfortable managing multiple priorities, working independently, following up when something needs attention, and maintaining accurate information across systems and documentation.

Function: Coordinate administrative and operational workflows supporting Asset Management, lease administration and related legal matters.

Key Systems: Microsoft Outlook, Excel, Word, Teams, SharePoint, Yardi, and applicable company tracking and workflow systems.

Work Style: Highly organized, self-directed, detail-oriented, proactive, and deadline-driven, with a strong sense of ownership and a consistent approach to managing multiple priorities.

Responsibilities

• Assist with monitoring tenant litigation, legal escalations, defaults, bankruptcies, and lease enforcement matters.
• Maintain and update litigation, default, and legal tracking systems with notes, comments, status updates, and supporting information.
• Monitor cure periods, notice deadlines, settlement milestones, and other critical dates to ensure timely follow-up.
• Notify appropriate team members when cure periods expire or when legal action may be required.
• Coordinate with Asset Management, Property Management, Legal Counsel, and other departments to obtain information and supporting documentation.
• Assist with preparing legal packages and assembling support for attorney review, ownership approval, and internal decision-making.
• Save, organize, and maintain correspondence, notices, agreements, lease documents, amendments, rent ledgers, payment histories, and related records.
• Maintain electronic filing systems and ensure documents are stored in accordance with company standards.
• Retrieve historical documents and supporting records as needed.
• Ensure tenant files remain complete, organized, and up to date.
• Monitor designated email inboxes and identify items requiring follow-up, action, routing, or escalation.
• Route correspondence to appropriate team members and maintain follow-up logs.
• Track outstanding requests and help ensure timely responses from internal and external parties.
• Prepare reports, summaries, spreadsheets, and status updates for management.
• Schedule meetings and assist with general administrative support functions as needed.
• Maintain department trackers, status reports, deadline logs, and action-item trackers.
• Use Excel to organize data, monitor deadlines, update statuses, and prepare management reports.
• Track open matters and follow-up activities through resolution.
• Update and maintain data points in Yardi system.
• Monitor workflows and initiate reminders to designated teams.
• Assist with special projects, process improvement efforts, and standardization initiatives as assigned.

Requirements

Associate's degree or equivalent work experience.

Minimum 2 to 3 years of administrative support experience.

Strong proficiency in Microsoft Excel and Microsoft Office Suite, including Outlook, Word, Teams, and SharePoint.

Strong organizational, document management, and follow-up skills.

Excellent written and verbal communication abilities.

Ability to prioritize and manage multiple deadlines simultaneously.

High attention to detail and accuracy.

Ability to handle sensitive legal and business information with