DescriptionWe are seeking an organized, dependable, and technology-savvy Administrative Coordinator / Property Operations Administrative Assistant to support our property management and maintenance operations.
This is a hands-on, cross-functional position for someone who can manage multiple priorities, communicate professionally, think outside the box, and follow responsibilities through to completion. The ideal candidate is a team player, problem-solver, and quick learner who is willing to step into different office responsibilities when needed.
RequirementsResponsibilities
- Schedule maintenance work orders and coordinate maintenance schedules
- Monitor open work orders, follow up on work performed, and help ensure jobs are completed
- Track work waiting on parts, vendors, approvals, or return visits
- Assist with move-in and move-out inspections as needed
- Schedule and coordinate apartment turnover maintenance
- Contact and coordinate vendors and contractors
- Assist property management staff with vacant-unit and rent-ready coordination
- Check vacant units and follow up on outstanding maintenance, cleaning, or turnover items
- Assist with collections, collection calls, account follow-up, and promised payments
- Research account disputes and assist with drafting professional dispute responses
- Answer phones and assist residents, customers, vendors, and contractors when needed
- Manage calendars, appointments, schedules, deadlines, and follow-up
- Create and maintain spreadsheets, trackers, reports, forms, and electronic records
- Assist with social media and digital content
- Provide administrative and backup support throughout the office
- Step into other office responsibilities when needed and appropriately trained
- Assist with special projects and other duties as assigned
Qualifications
Required
- Previous administrative, office, customer service, scheduling, or similar professional experience
- Strong computer and technology skills
- Working knowledge of Microsoft Outlook, Word, and Excel
- Ability and willingness to learn Microsoft Teams, OneNote, property management software, work-order software, and other business applications
- Strong written and verbal communication skills
- Professional telephone and customer-service skills
- Strong organizational and time-management skills
- Ability to manage multiple responsibilities and changing priorities
- Strong attention to detail and accuracy
- Ability to maintain organized records and documentation
- Ability to draft professional emails, letters, and business correspondence
- Comfortable handling difficult customer conversations professionally
- Comfortable discussing account balances and assisting with collections
- Ability to follow up on outstanding items without constant reminders
- Ability to work independently while also functioning as part of a team
- Strong problem-solving skills and willingness to research unfamiliar tasks
- Ability to maintain confidentiality and use good judgment when handling sensitive information
- Dependable attendance and reliable follow-through
Preferred
- 2+ years of administrative, office, scheduling, collections, property management, maintenance coordination, or related experience
- Property management or apartment-industry experience
- Maintenance scheduling or work-order coordination experience
- Collections or accounts-receivable experience
- Experience coordinating vendors or contractors
- Experience with move-ins, move-outs, inspections, or apartment turnovers
- Experience preparing or responding to customer dispute correspondence
- Strong Microsoft Excel skills
- Familiarity with property management or work-order software
- Social media knowledge
- Experience with ChatGPT or other AI productivity tools
- Canva or similar design-software experience
Technology & AI
Technology is an important part of this position. Candidates should be comfortable using computers, learning new software, and finding solutions to routine technology questions.
We use Microsoft 365, digital business systems, and approved AI tools such as ChatGPT to assist with communication, organization, research, spreadsheets, documentation, troubleshooting, and productivity.
You do not need to know every program on your first day. You do need to be computer savvy, willing to learn, and comfortable researching how to accomplish something unfamiliar.
The Person We're Looking For
We are looking for someone who is:
Organized • Dependable • Professional • Computer Savvy • Detail-Oriented • Resourceful • Adaptable • Team-Oriented • Solution-Focused • Comfortable With Follow-Up
This position requires someone who understands that the job does not end when something is scheduled, assigned, or entered into a system. Follow-up and completion matter.
We don't expect you to know everything on Day 1. We do expect you to be willing to:
LEARN → ASK → RESEARCH → PROBLEM-SOLVE → FOLLOW UP → COMPLETE
If you enjoy variety, technology, organization, problem-solving, working with people, and being an important part of both property management and maintenance operations, we encourage you to apply.
BenefitsSalary: $31,200–$52,000 annually, depending on experience and qualifications
About E-State Management
E-State Management, LLC E-State Management, L.L.C. is owned and operated by a deeply rooted Lawrence native, an entrepreneur, who has been in business for over thirty-five years, wanting to make a lasting impression and wanting to make a difference. From creating and maintaining beautiful homes for the people of Lawrence to implementing and designing a management company, he has ensured that people receive quality and care. Every project has been constructed and sustained by the use of good, solid, and reliable products. E-State Management intends to support small business and add a source of income for the community by creating employment opportunities for hard-working and caring individuals. E-State Management is composed of highly qualified professionals as the direct result of two main aspects: knowledge and experience. Two of E-State Management’s most valuable assets are its customers and its employees. Every employee represents E-State Management to the public and to the customers. E-State Management presents an image of the organization through its work. One of the first priorities is to assist anyone and everyone to the best of one’s ability. Nothing is more important than being courteous, friendly, helpful, knowledgeable, and prompt in the attention given to customers, past, current, or potential. E-State Management provides superior customer relations and customer service training to all of its employees. One’s personal contact with the general public, one’s manner on the telephone and through email, and the communication with which one engages a customer is a reflection not only of one’s self, but also of the overall professionalism of E-State Management. A positive and professional customer relationship not only enhances the public’s perception and the overall image of E-State Management, but it also pays off in greater customer loyalty and satisfaction. E-State Management’s reputation for reliability and excellence requires observance of all applicable laws and regulations as well as a scrupulous regard for the highest standards of conduct and personal integrity. In general, the use of good judgment based on high ethical principles and courtesy guide the conduct and communication used with all customers to ensure one’s trust and continued success. Because so much is expected of you on a daily basis, and because the company holds a great deal of faith in your abilities to professionally represent E-State Management, it is important to maintain your own sense of reliability.
