Facilities Coordinator

About the role

The Property Administrator supports the daily operations of a commercial property management team by providing comprehensive administrative, tenant, financial, and operational support. This position plays a key role in ensuring efficient property operations, responsive tenant service, accurate documentation, and well-organized records. The role suits a highly organized, customer-focused professional who can manage multiple priorities in a fast-paced office environment.

Responsibilities

• Provide comprehensive administrative support to the property management team, including preparing correspondence, maintaining filing systems, managing documents, creating reports, and handling phone support.
• Schedule and coordinate meetings, tenant communications, and special events to support property operations and tenant engagement.
• Maintain organized property records, including lease files, contract files, and other management documentation, ensuring information is accurate and up to date.
• Monitor and maintain office supplies and operational materials so that the office remains fully stocked and functional.
• Aid with lease administration activities, including tenant communications, lease documentation, and insurance tracking to ensure compliance.
• Maintain positive relationships with tenants, respond professionally to inquiries and service requests, and provide excellent customer service.
• Track tenant requests and service calls, ensuring timely follow-up and resolution, and document all activities for management review.
• Maintain tenant and lease-related records and reports, supporting accurate reporting and decision-making.
• Prepare bid proposals, service contracts, and related documentation for review and approval by property management.
• Cover contract administration activities, including maintaining contract records and certificates of insurance, and ensuring documentation is current.
• Coordinate contract renewals and insurance certificate expirations to ensure all compliance requirements are met in a timely manner.
• Support vendor onboarding by collecting and organizing required documentation and maintaining accurate vendor records.
• Review, prepare, and code invoices for management approval, ensuring accuracy and proper allocation of expenses.
• Process purchase orders and maintain the property purchase order system to support accurate financial tracking.
• Aid with accounting-related activities, including expense reports, check requests, tenant bill-back invoices, and other financial documentation.
• Assist with the preparation of monthly and quarterly property reports and support annual budget preparation activities.
• Aid with management and maintenance payroll-related documentation as required, ensuring accuracy and timely submission.
• Maintain the property maintenance work order system, ensuring all work orders are accurately entered and updated.
• Generate and distribute work order status reports for management review to support effective oversight of maintenance activities.
• Track service requests and coordinate follow-up activities with property management and maintenance staff to ensure timely completion.
• Record and maintain monthly utility or meter readings as required, supporting accurate tracking of property operating costs.
• Support operational initiatives that contribute to efficient property performance, tenant satisfaction, and overall service quality.

Essential Skills

• A high school diploma or GED is required.
• Previous experience in administrative, office support, customer service, property management, or a related field is required.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Strong written and verbal communication skills, with the ability to interact professionally with tenants, vendors, and internal stakeholders.
• Excellent customer service and relationship-building abilities to maintain positive tenant and vendor relationships.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• A high attention to detail and accuracy in handling documentation, records, and financial information.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Ability to work independently while also collaborating effectively within a team environment.
• Experience working with multiple stakeholders in a professional office environment is highly desirable.

Additional Skills & Qualifications

• An associate’s or bachelor’s degree is preferred.
• Experience in property management, reception, or similar roles in a commercial real estate environment is beneficial.
• Demonstrated experience providing customer service in a professional setting.
• Experience supporting multiple stakeholders, such as tenants, vendors, and internal teams, in a fast-paced office environment.
• Comfort with document management, report preparation, and basic financial or accounting support tasks.
• Ability to adapt to changing priorities and support special projects or operational initiatives as needed.

Work Environment

This is an on-site position based in Philadelphia within a professional commercial property management office environment. The role operates in a fast-paced setting that requires regular interaction with tenants, vendors, and internal team members. Work is primarily performed in an office using standard business technologies, including computers, phones, and Microsoft Office applications. The position supports regular business hours, with occasional flexibility as needed to accommodate meetings, tenant events, or operational needs.

Job Type & Location

This is a Contract position based out of Philadelphia, PA.

Pay And Benefits

The pay range for this position is $28.00 - $29.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Professional attire

Professional attire is expected to align with a corporate office environment.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.