Property Coordinator

The Property Coordinator plays an important administrative and support role in helping to facilitate community events, support campus programming, and maintain operational excellence. This position assists with organizing event logistics, tracks event-related expenses, and provides administrative support to the property management team across areas such as maintenance coordination, accounting, vendor communication, and documentation. The role involves close collaboration with internal teams, tenants, and service providers and contributes to the overall success of day-to-day campus operations and tenant experience.

This position offers a hybrid work model, which includes 4 days in office and 1 day remotely. Hybrid work may be modified based on the needs of the company.

Key Duties and Responsibilities:

• Provide administrative and logistical support for campus events by coordinating janitorial setup, scheduling support services (e.g., security and IT), meeting vendors on-site, and tracking event documentation (e.g., contracts, insurance).
• Assist with tracking and maintaining event budgets in collaboration with the Tenant Experience and Activations Manager.
• Monitor event attendance and assist with promoting events by coordinating with the social media and marketing teams.
• Maintain positive working relationships with tenants, retail partners, and residential property managers by sharing campus news and updates.
• Enter, track, and follow up on work orders, maintenance activities, and tenant requests in the COVE system under direction from the property management team.
• Provide administrative support related to maintenance and construction projects, including coordinating contractor access and distributing notices.
• Assist with the preparation of documents for property budgets, plans, and financial tracking by gathering data and formatting reports.
• Track and maintain Certificates of Insurance (COIs) for tenants and vendors/contractors.
• Help coordinate operational maintenance notifications and updates to tenants as directed.
• Organize and maintain digital and physical files, schedules, and vendor or tenant records.
• Assist with compiling content for monthly operations reports and variance reports.
• Support processing of purchase orders, invoice tracking, and accounts payable tasks under the guidance of the Senior Contracts Manager.
• Assist the Property Manager with receivables tracking as directed.
• Answer and direct phone calls, take messages, and route communication appropriately.
• Prepare and distribute internal and external communications related to property operations and finance.
• Support bid tracking and document assembly for vendor contracts and proposals.
• Run standard MRI system reports and assist with vendor setup documentation.
• Help track environmental and sustainability data (e.g., waste diversion, energy usage).
• Represent the company in a professional and welcoming manner when engaging with visitors and vendors.
• Perform additional clerical or support tasks as assigned.

Job Specifications:

• Minimum of two (2) years of experience in an administrative support role; prior experience in real estate, property management, or event coordination is strongly preferred.
• Highly organized with a strong background in event planning and a naturally enthusiastic, service-oriented demeanor.
• Experience with basic accounting functions such as invoice tracking or data entry is a plus, though not required.
• Some college coursework or technical training in business, communications, real estate, or related fields preferred.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook); experience with MRI or other property software is a plus.
• Excellent verbal and written communication skills.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks.
• Team-oriented with a customer service mindset.
• Ability to maintain confidentiality and demonstrate professionalism in all interactions.

Compensation: $27.89 - $35.10 per hour + bonus + benefits

Position Classification: Non-Exempt (Hourly, eligible for overtime)

The above represents the expected salary range for this job requisition. Ultimately, in determining pay, we'll consider location, experience, and other job-related factors.

Benefits

At BioMed Realty, we make sure you have the support and resources to leverage and develop your skills, secure your financial future, and take care of your health and well-being. BioMed Realty continually seeks to provide a workplace where everyone can be their authentic self. Through BioMed Realty's competitive benefits offerings and various training and development opportunities, we have you covered with our Benefits Program which includes:

• Employer-Paid Medical, Dental, and Vision Insurance
• Paid Time Off and Paid Family Leave Benefits
• 401(k) Retirement Savings Plan
• Tuition Reimbursement
• Flexible Spending Accounts
• Commuter Benefits
• Lifestyle Spending Account
• Pet Insurance
• ID Theft Insurance
• Legal Insurance
• Employee Assistance Program
• 100% Employer-Paid Life & AD&D Insurance, Short and Long Term Disability

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