Department Assistant

Position OverviewThe Property Management Coordinator provides comprehensive support to the Director and Managing Director and as a part time receptionist at a building. This role combines administrative, financial, and operational responsibilities to ensure the smooth functioning of property management activities across the portfolio. The Coordinator will assist with audits, onboarding, tenant relations, and internal communications, while also supporting day-to-day property operations.PRIMARY RESPONSIBILITIESProperty Administrator Support at PropertyMan the front desk between 8:30am and 2:30pmAnswer main telephone line, greet/check-in guests.Monitor property calendars and building activities.Respond to general inquiries and maintain confidentiality.Administrative Support to the Director and Managing DirectorOrganize and track property data (square footage, utilities, deadlines).Assist with onboarding of new properties and new hires.Maintain electronic filing systems and property information databases.Support preparation for client visits and internal meetings.Manage Director calendars, including scheduling meetings, appointments, and travel arrangements.Coordinate logistics for meetings, including preparing agendas, taking minutes, and following up on action items.Handle confidential documents and communications with discretion and professionalism.Assist with drafting and prooing correspondence, reports, and presentations for executive leadership.Liaise with internal departments and external stakeholders on behalf of Directors.Monitor and prioritize incoming communications, ensuring timely responses and follow-ups.Support event planning and coordination for meetings and engagements.Marketing & EngagementCoordinate department events per direction.Curate and distribute client appreciation and milestone gifts.Assist with employee appreciation initiatives.Create content for newsletters and bulletins.Maintain team organizational charts and engagement calendars.Keep team informed of industry events (IREM, BOMA, CREMM).