Operations Coordinator

6 days ago

Raleigh, United States Lundy Management Group, LLC Full time
Job DescriptionJob Description

Operations Coordinator – Property Management and Financial

Location: Raleigh, NC Hybrid (Combination of in-office and remote work)
Reports To: Director of Process Management and Financial Manager

Position Overview:

The Administrative Coordinator will provide essential administrative and technical support to the Property Management and Finance team. This role ensures the smooth execution of operations by maintaining accurate records, managing vendor relationships, and facilitating communication with internal stakeholders and external partners. The position requires strong organizational skills, attention to detail, and the ability to work independently.

Key Responsibilities:

Business Support

Generate reports and share them with relevant internal and external stakeholders for strategic decision-making, specifically overseeing the following:

  1. Maintain and keep current the Emergency Procedures Pages (EPP)
  2. Maintain Server File Organization (via Microsoft Teams)
  3. Assist with maintenance engineering operations by running reports on work order data as needed.

Respond promptly to requests for information, documentation, or assistance.

Vendor Management

Manage new vendor set up and ensure annual updates of vendor information including Certificates of Insurance (COIs) and contact details.

Track the status of vendor invoice approvals and payments, following up with vendors and internal departments as needed.

Collaborate with financial team to resolve discrepancies in reimbursement documentation or vendor payment issues.

Documentation and Records Management

Maintain accurate work order and property files on an ongoing basis with the Server file organization in Teams.

Ensure that all Property Management-related documentation is well organized, accurate and accessible, as directed by the Director of Process Management.

Assist in compliance audits by providing relevant documentation and reports.

Communication and Stakeholder Engagement

Build and maintain strong professional relationships with executives, associates, customers, and vendors.

Record and manage written correspondence between parties for documentation and tracking purposes.

Assist with process documentation updates to management, facilitating transparency and smooth operations.

Qualifications:

Bachelor’s degree or equivalent work experience in real estate, business administration, or a related field.

2-4 years of experience in administrative roles, preferably in corporate real estate, property management, or finance.

Strong proficiency in Microsoft Office (Excel, Word, PowerPoint) and experience with real estate or project management software- with a preference for Yardi, Monday.com, and MRI.

Excellent organizational, communication, and interpersonal skills.

Ability to multi-task, prioritize responsibilities, and meet deadlines in a fast-paced environment.

Proven ability to resolve conflicts and manage relationships with vendors and stakeholders.

Work Requirements:

Hybrid schedule with regular in-office presence (up to 2 days per week) and remote work flexibility.

Occasional travel may be required to visit properties or meet with vendors.

This position offers an excellent opportunity for a motivated individual to support the operational and strategic functions of a growing Property Management team. If you thrive in dynamic environments and enjoy problem-solving, this role could be a perfect fit

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