Commercial Property Operations Coordinator 

Job Type: Full-Time

Work Hours: Monday to Friday, 9:00 AM to 6:00 PM Pacific Time, with a 1-hour break

Salary: $1100

Job Overview: 

We are seeking a detail-oriented and highly organized Commercial Property Operations Coordinator to support a commercial real estate portfolio of retail and office properties by overseeing maintenance tracking, vendor coordination, compliance monitoring, lease administration support, and day-to-day operational follow-ups. This role works closely with the onshore property management team to ensure tasks are properly tracked, vendors are consistently followed up with, timelines are met, and nothing falls through the cracks during high-volume periods. 

Key Responsibilities:

• Maintenance & Work Order Tracking

• Maintain a master log of maintenance and repair items across commercial properties

• Track work orders from scheduling through completion and invoicing

• Follow up with vendors and onsite staff to confirm timelines and status

• Flag delays, non-responses, or repeat issues for escalation

• Maintain clear status categories (requested, scheduled, in progress, completed, invoiced)

• Vendor Coordination & Follow-Up

• Send bid requests and RFPs using approved templates

• Track incoming proposals and follow up on outstanding bids

• Coordinate vendor scheduling and access after vendor selection

• Collect close-out documentation (photos, completion confirmation, invoices)

• Assist with vendor onboarding documentation (W-9s, COIs, licenses)

• Administrative & Compliance Support

• Answer office phone

• Track routine inspections, testing, and compliance items (fire/life safety, elevator, backflow, etc.)

• Assist with COI tracking for tenants and vendors

• Support documentation requests from tenants, vendors, lenders, and internal team

• Maintain organized digital files and trackers for commercial properties

• Assist with utility account transfers and service changes as directed

• Lease & Property Administration (Non-Legal)

• Maintain lease abstract summaries (critical dates, options, notice deadlines)

• Track upcoming renewals, options, and notice requirements

• Prepare routine notices using approved templates for review

• Maintain updated tenant contact lists and email distribution lists

• Task Tracking & Operational Support

• Track open items and ensure follow-up

• Send reminders and status updates to keep projects moving

• Support multiple concurrent projects by maintaining timelines and next steps

• Provide weekly status summaries of open items and priorities

Required Skills & Qualifications:

• 2–4 years of experience supporting commercial property management or real estate operations

• Familiarity with maintenance workflows, vendor coordination, and property documentation

• Strong organizational and follow-up skills

• Excellent written English and professional communication skills

• Comfortable working with spreadsheets, trackers, and task management tools

• Detail-oriented, reliable, and comfortable working behind the scenes

• Able to manage multiple tasks and follow up consistently without dropping items

Note: An NBI or police clearance will be required upon acceptance of the job offer.