Facilities Coordinator

About the role

This on-site administrative support role sits within a property management team, ensuring smooth day-to-day operations across administrative, accounting, and tenant relations activities. The position is located in a corporate office alongside the leasing team, offers significant client-facing exposure, and is ideal for someone eager to absorb the role, excel over the initial 90 days, and grow into a long-term opportunity in commercial real estate.

Responsibilities

• Provide direct administrative support to property management team members, including Managers, to ensure efficient daily operations.
• Track and maintain Certificates of Insurance (COI) for both tenants and contractors, ensuring documentation is current and compliant.
• Organize and maintain accurate filing of all property documents, including leases, legal correspondence, service contracts, reports, and payables.
• Monitor, prioritize, and respond to emails regularly to support internal team members, tenants, and vendors.
• Prepare express mail packages and manage office supplies related to mailing and general office needs.
• Support compliance with management audit requirements by maintaining accurate records and documentation.
• Assist team members with budget preparation for the property, including gathering data and organizing information.
• Manage accounts payable processes by entering invoices into the accounting system, coding them correctly, and obtaining approvals for payment.
• Handle vendor W-9 forms and ensure proper documentation is maintained within the accounting system.
• Print Aged Delinquency reports and prepare and send delinquency letters to tenants as needed.
• Prepare manual adjustment forms for miscellaneous tenant service requests and ensure they are processed accurately.
• Assist with accounts receivable processes as directed, supporting timely collection and accurate record keeping.
• Deliver superior customer service to tenants, clients, contractors, and vendors, acting as a professional and responsive point of contact.
• Review and update the Tenant Handbook as necessary to ensure information is accurate and current.
• Draft and prepare tenant memos and correspondence as directed by the Manager or property management team.
• Coordinate tenant move-ins and move-outs, including acquiring necessary authorizations and documents and communicating requirements clearly.
• Maintain and regularly update tenant, employee, and contractor contact lists to support effective communication and operations.
• Perform other duties as assigned by the Manager to support property management operations and team objectives.
• Work effectively in a fast-paced environment with a high volume of clients and tenants, managing multiple priorities simultaneously.

Requirements

• One year of related experience and/or training in administrative support or property management is desired.
• Ability to work effectively in a fast-paced environment with a large volume of clients and tenants.
• Strong multitasking skills and the ability to manage multiple priorities simultaneously.
• Proficient knowledge of Microsoft Word, Excel, and PowerPoint.
• Proficiency with Microsoft Outlook for email and calendar management.
• Experience with accounts payable processes, including invoice processing and coding.
• Experience providing administrative support in an office environment.
• Ability to work flexible hours when necessary, which may exceed standard 8-hour workdays or 40-hour workweeks.
• Strong written and verbal communication skills for professional correspondence with tenants, vendors, and internal stakeholders.
• Attention to detail and strong organizational skills for document management and compliance-related tasks.

Qualifications

• Associate or Bachelor's degree is preferred; an equivalent combination of education and experience will also be considered.
• Experience in the property management market is considered a plus.
• Entry-level candidates with college education and an internship experience may qualify.
• Willingness to learn new software applications used by clients and the property management team.
• Experience with work orders and calendar management is beneficial.
• Prior exposure to commercial real estate or corporate office environments is advantageous.
• Demonstrated commitment to professional growth and long-term career development in property management.

Work Environment

This is an on-site role based in a corporate office environment, working closely with the leasing team and property management professionals. The schedule is Monday through Friday from 8:00 a.m. to 5:00 p.m., with the expectation of working flexible hours when necessary. The position requires being on-site five days per week, with employee parking available on the premises. The work involves frequent use of Microsoft Outlook, Word, Excel, and PowerPoint, as well as property management and accounting systems for work orders, invoice processing, and accounts payable tasks. Interviews typically include one virtual and one on-site meeting. The environment is fast-paced and client-facing, with a high volume of tenant and vendor interactions.

Benefits

• 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)

Pay

The pay range for this position is $29.00 - $29.00/hr. Individual compensation offered will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Schedule

Monday through Friday from 8:00 a.m. to 5:00 p.m., with the expectation of working flexible hours when necessary. This is a fully onsite position in Melville, NY.