Operations Coordinator

7 days ago


Knoxville, Tennessee, United States Admiral Communities LLC Full time

Job Summary

The Operations Coordinator/Administrative Services Associate plays a vital role in supporting the day-to-day operations of our property management team. This dynamic position requires exceptional organizational and communication skills, with the ability to multitask and prioritize tasks effectively.

About the Role

We are seeking an experienced professional to provide administrative and operational support to both our field operations and corporate office. Key responsibilities include data entry, tenant communications, document management, and assisting with daily operations.

Key Responsibilities/Essential Functions:

  • Administrative Support:
    • Respond to phone calls and emails from tenants and vendors in a timely and professional manner.
    • Maintain accurate and up-to-date property records, lease agreements, and essential documents.
    • Manage incoming mail, including sorting, distributing, and processing invoices for vendors and contractors.
    • Implement organized filing systems for electronic and physical documents.
  • Data Entry & Tenant Management:
    • Enter and manage tenant and property information in our property management system, including rent rolls and move-ins/move-outs.
    • E nsure accurate and timely processing of leases, disclosures, and internal paperwork while adhering to Fair Housing standards and state regulations.
  • Lease & Property Coordination:
    • Collaborate with Community and Regional Managers to complete home purchase documentation and ensure proper filing.
    • Coordinate the leasing process by handling rental applications and assisting tenants with inquiries.
  • Vendor Coordination:
    • Verify vendor documentation, including W9s, business licenses, and insurance, is up-to-date and follow up on renewals or discrepancies.
  • Mail and Invoice Management:
    • Check and sort incoming mail daily.
    • Make trips to the post office as needed.
    • Enter invoices into our property management system, ensuring accuracy and timely processing.
    • Assist in verifying invoice accuracy and following up on discrepancies.
  • Document & Data Management:
    • Maintain and update our property management system with accurate tenant and property information.
  • Additional Duties:
    • Perform other assigned duties, including special projects or tasks to support the overall property management operation.

What We Offer

Competitive Salary: $55,000 - $65,000 per year (dependent on experience), Paid Time Off and Holidays, A Supportive and Team-Oriented Work Environment, and opportunities for growth and development.



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