Property Operations Coordinator

Position Summary

Gates Hudson is seeking a detail-oriented and highly responsive Property Operations Coordinator to support the day-to-day management of a mixed-use portfolio that includes commercial/retail assets and residential communities. This role serves as a key operational liaison between retail tenants, property management teams, vendors, and internal stakeholders, with primary responsibility for retail maintenance coordination, shared expense administration, reporting, and compliance support. The ideal candidate is organized, calm under pressure, comfortable with after-hours responsibility, and experienced in property management operations—particularly within a mixed-use or third-party management environment.

Key Responsibilities

Retail Property Operations & Tenant Support

• Serve as the primary point of contact for retail tenants and retail management teams regarding maintenance needs.
• Respond to retail maintenance requests during business hours and coordinate resolution through NetVendor and on-site maintenance teams.
• Provide after-hours availability by phone to respond to emergency retail maintenance calls, including:
  • Dispatching emergency maintenance as needed
  • Entering service requests in NetVendor for all emergency incidents
  • Following up in person the next business day when required
• Communicate proactively with retail tenants and managers regarding the status of maintenance requests until resolution.
• Prepare and submit retail-related incident reports as necessary.
• Coordinate with retail managers on property-wide projects impacting retail tenants and customers, including contractor scheduling and tenant notifications.

Capital Projects & Cross-Asset Coordination

• Partner with the Combined Director of Operations on capital projects (CapEx) impacting both residential and retail components.
• Coordinate contractor scheduling and distribution of notices to retail tenants for applicable projects.
• Attend required CapEx and retail operations meetings, including:
  • Weekly CapEx meeting (virtual)
  • Monthly retail shared expense meeting (virtual)
  • Weekly meetings with retail managers (property-specific schedules)

Financial Administration & Reporting

• Process all shared invoices through the Nexus system.
• Submit shared expense accruals and reclasses to the Property Manager, typically around month-end.
• Prepare and distribute the monthly shared invoice report for clients.
• Maintain accurate tracking and documentation of shared expenses and reporting deliverables.

Residential Administrative & Compliance Support

• Prepare and submit the monthly ADU/WDU report to Fairfax County.
• Maintain the residential renewal tracking report and submit to the Assistant Property Manager (APM) and Property Manager (PM) by the 4th of each month.
• Review, update, and submit the lease trade-out report from Canopy to the APM and PM by the 4th of each month.
• Provide administrative and reporting support to the residential management team as needed.

Qualifications

• Prior experience in property management, real estate operations, or facilities coordination, preferably within a mixed-use or third-party management environment.
• Strong working knowledge of property management systems (e.g., NetVendor, Nexus, Canopy, or similar platforms).
• Ability to manage multiple priorities across commercial and residential assets.
• Excellent communication skills with the ability to interact professionally with tenants, vendors, and internal stakeholders.
• Willingness and ability to provide after-hours on-call support for retail maintenance emergencies.
• Highly organized with strong attention to detail and reporting accuracy.
• Comfortable working independently while coordinating closely with property management leadership.