Operations Coordinator, Commercial Property Management

About the Role

Lewis Group of Companies seeks an organized and proactive Operations Coordinator to join our Commercial Property Management team. Based at our Upland, CA corporate office, this position provides key administrative and operational support to our commercial properties, working closely with Property Management and Maintenance. This is an excellent opportunity for someone who enjoys keeping projects moving, coordinating with vendors and contractors, and managing the many details that support successful property operations.

Responsibilities

• Coordinate vendors and contractors for repairs, maintenance, inspections, and other property-related work.
• Prepare and track vendor agreements, service contracts, purchase orders, change orders, invoices, and related documentation.
• Collect and maintain certificates of insurance and other vendor compliance documentation.
• Assist with purchasing maintenance materials, supplies, equipment, and services.
• Develop bid packages and scopes of work, solicit competitive bids, and organize bid comparisons.
• Coordinate tenant notifications and access for repairs, inspections, service interruptions, and maintenance activities.
• Track maintenance and repair projects from initial request through completion, including schedules, invoices, warranties, closeout documentation, and outstanding items.
• Support preventive maintenance scheduling and help ensure recurring services and inspections are completed on time.
• Maintain organized vendor, contract, bid, safety, permit, inspection, and compliance records.
• Assist with emergency management and business continuity documentation and coordination.
• Support property operations reporting, meeting preparation, calendars, records management, and special projects.

Qualifications

• 3–5 years of experience in administrative coordination, with facilities, construction, maintenance coordination, vendor/contractor coordination, and/or commercial property management preferred.
• Work experience tracking projects, administering contracts, purchasing, insurance documentation, and/or competitive bidding experience also preferred.
• Strong organizational skills and the ability to manage multiple priorities, deadlines, and follow-up items with minimal supervision.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint; experience with property management, work order, purchasing, or contract systems is a plus.
• Ability to review and understand service agreements, proposals, invoices, certificates of insurance, and basic maintenance documentation.
• A valid driver's license and reliable transportation may be required for occasional travel to Company properties.
• Occasional after-hours availability may be required to support property operational needs.

Pay

$31 per hour, with annual bonus and raise eligibility, mileage reimbursement, and $60/month cellphone reimbursement.

Benefits

• A variety of health benefits to choose from
• 401k with company match