Experienced Property Management Operations Coordinator — NYC Mixed-Use Building

I am looking for an experienced property management operations coordinator to help me manage a small, high-value mixed-use property in Greenwich Village, New York City. In particular looking for someone that understands rules, regulations and more importantly compliance for a small NYC mixed use building The building consists of four residential apartments and one restaurant tenant. Although the property has only five units, the rents and property value are substantial, so attention to detail, responsiveness, professionalism and accurate recordkeeping are extremely important. I will remain the primary point of contact for the property owner and will make all major financial, leasing and strategic decisions. I need someone behind the scenes to manage the daily administrative and operational workflow. This is not a leasing-agent position and not a generic virtual-assistant role. I am looking for someone with direct experience supporting multifamily or mixed-use property management. The initial assignment will be for one property, but the owner may acquire two additional similar buildings over the next year. This could grow into a meaningful long-term role for the right person. Primary Responsibilities 1. Maintenance Requests and Tenant Communication Monitor a dedicated property-management email address and work-order system. Receive and organize repair and maintenance requests from residential and commercial tenants. Respond promptly and professionally to acknowledge each request. Ask appropriate follow-up questions and request photos or videos when helpful. Determine whether a request is routine, urgent or an emergency based on written procedures. Contact approved vendors and coordinate access to the property. Schedule repairs with tenants, vendors, the building superintendent or local handyman. Follow up with vendors and tenants until each issue is resolved. Maintain a written record of every request, action taken, cost and resolution. Escalate emergencies and sensitive tenant matters to me immediately. Never provide legal advice, admit liability or promise reimbursement without approval. 2. Vendor Coordination Maintain an organized list of approved plumbers, electricians, HVAC technicians, locksmiths, handymen, exterminators, cleaners and other contractors. Request estimates and compare proposals when multiple bids are required. Confirm vendor availability, pricing and scope of work before scheduling. Verify that vendors provide invoices, W-9 forms and insurance documentation when required. Track open vendor assignments and follow up on incomplete work. Confirm with tenants or local building personnel that work was completed properly. Organize invoices and supporting documentation. Identify repeated maintenance issues or vendors who are unreliable. Help create a preferred-vendor database over time. The coordinator will not have authority to hire a new vendor, approve major work or authorize expenses above an agreed limit without my written approval. 3. Rent and Lease Administration Maintain an accurate rent roll for all residential and commercial tenants. Track monthly base rent, additional rent, lease increases, security deposits and outstanding balances. Confirm when rent payments have been received. Send professional payment reminders using approved templates. Flag late or incomplete payments for my review. Maintain a calendar of lease start dates, expiration dates, rent increases, renewal deadlines and notice periods. Track the commercial tenant’s lease obligations, including scheduled rent increases and additional-rent items. Maintain organized digital copies of leases, amendments, guarantees, notices and tenant correspondence. Prepare summaries of upcoming lease events. Do not negotiate leases, make legal determinations or send default notices without approval. 4. Accounts Payable and Bookkeeping Support Receive and organize property invoices. Confirm that each invoice identifies the property, vendor, work performed and service date. Match invoices to approved work orders or proposals. Enter bills into the property-management or accounting system. Categorize expenses according to the property’s chart of accounts. Prepare bills for my approval. Maintain an accounts-payable tracker. Identify duplicate, unusual or incomplete invoices. Track recurring expenses such as utilities, insurance, maintenance contracts and professional services. Assist with monthly bank and credit-card reconciliations. Coordinate with the property’s bookkeeper, accountant or CPA. Maintain complete supporting records for every payment. The coordinator will not initially be authorized to transfer money, sign checks, access full banking credentials or approve payments independently. 5. Monthly Owner Reporting Prepare a clear monthly management package that may include: Current rent roll Rent collected Outstanding balances Income and expense summary Accounts payable Unpaid or disputed invoices Open maintenance requests Completed repairs Upcoming lease increases and expirations Compliance deadlines Vendor issues Capital-project updates Items requiring owner approval Recommended next steps The report should be accurate, concise and easy for a property owner to understand. 6. Property and Compliance Calendar Maintain a central calendar for: Lease expirations Rent increases Insurance renewals Vendor contract expirations Required inspections Equipment servicing Preventive maintenance Property registrations Tax and utility deadlines Elevator, fire-safety, boiler and other building-service dates Relevant NYC compliance deadlines provided by management, counsel or consultants The coordinator is responsible for tracking deadlines and gathering documents but will not be expected to independently provide legal, engineering or code-compliance advice. 7. Document and File Organization Create and maintain an organized digital filing system containing: Residential leases Commercial lease and amendments Tenant contact information Vendor contracts Insurance certificates W-9 forms Invoices Payment records Inspection reports Building plans and reports Property registrations Compliance records Maintenance history Monthly reports Owner approvals Important correspondence File naming and folder structure must remain consistent so documents can be found quickly. 8. Operating Procedures Help document and improve procedures for: Receiving maintenance requests Determining urgency Approving expenses Dispatching vendors Handling after-hours issues Tracking rent Processing invoices Preparing monthly reports Maintaining compliance calendars Communicating with tenants Escalating sensitive matters The goal is to develop a repeatable property-management system that can later be used for additional buildings. Division of Responsibilities I Will Handle The direct relationship with the property owner Major property decisions Approval of significant expenses Leasing strategy and negotiations Legal and sensitive tenant matters Capital planning Insurance claims Financing and acquisition matters Selection of major vendors and consultants Final review of owner reports The Coordinator Will Handle Daily administrative workflow Routine tenant communication Maintenance intake and follow-up Vendor scheduling Invoice organization Rent-roll maintenance Lease-calendar tracking File organization Monthly reporting preparation Deadline tracking Documentation and follow-through Local Personnel Will Handle Physical building inspections Emergency access On-site repairs Showing vendors the problem Confirming physical completion of work Delivering notices when necessary Other tasks requiring someone physically present in New York City Required Experience Applicants should have at least three years of direct experience in one or more of the following: Multifamily property management Mixed-use property management Commercial property-management administration Maintenance coordination Property-management bookkeeping AppFolio, Buildium, Yardi or similar property-management software Strong applicants will understand: Rent rolls Lease abstracts Security-deposit records Accounts payable Maintenance work orders Vendor coordination Owner statements Monthly property reporting Basic accrual versus cash accounting concepts Professional tenant communication Escalation procedures Confidentiality and financial controls Experience with New York City properties is strongly preferred but not absolutely required if the applicant has substantial experience managing complex multifamily or mixed-use properties elsewhere. Software and Technical Skills Please identify your experience with: AppFolio Buildium Yardi Propertyware Rent Manager QuickBooks Online Google Workspace Microsoft Excel or Google Sheets Dropbox or Google Drive Slack, Asana, Monday.com, ClickUp or similar workflow systems You should be comfortable learning a new system and creating organized trackers when necessary. Communication Expectations Excellent written and spoken English Professional communication with high-end residential tenants and commercial tenants Ability to write clear, concise updates Strong judgment regarding what should be escalated Reliable response during agreed working hours Ability to communicate by email, phone, video and messaging platforms Comfortable making vendor phone calls within the United States You must be able to work with at least several hours of overlap with New York business hours. Schedule The role will likely begin at approximately 15 to 25 hours per week during the property onboarding period. After systems are established, the recurring workload may be approximately 10 to 20 hours per week, depending on maintenance activity and reporting needs. The person should generally be available Monday through Friday during agreed hours overlapping with the Eastern Time Zone. There may occasionally be urgent situations outside normal hours. The coordinator will not be expected to remain available 24/7, but should follow the established emergency-escalation procedure. Compensation I am open to either: An hourly arrangement, or A fixed monthly retainer after the initial onboarding period Expected hourly range: $15 to $30 per hour, depending on location, property-management experience, software knowledge and level of responsibility. For an exceptional candidate with significant AppFolio, Buildium, accounting and mixed-use experience, I am open to discussing a higher rate. The initial engagement will be a paid trial project. If successful, the position can become an ongoing monthly engagement and may expand as additional properties are acquired. Initial Paid Trial The first paid project may include: Reviewing sample leases and property documents. Creating a lease and rent-roll tracker. Creating a maintenance-request tracker. Organizing a sample group of invoices. Drafting a sample monthly owner report. Creating an operating calendar. Writing a proposed workflow for handling a tenant maintenance request from intake through completion. No applicant will be asked to perform substantial unpaid work. Security and Confidentiality This position will involve access to confidential tenant, lease, vendor and financial information. The selected person must agree to: Maintain strict confidentiality. Use secure passwords and two-factor authentication. Avoid downloading sensitive documents to shared or unsecured devices. Use only approved communication and storage systems. Never share tenant or owner information. Never transfer funds without written authorization. Never change banking information based solely on an email request. Confirm sensitive payment instructions through a separate verification process. Immediately report any suspected security issue. Access will initially be limited. Additional system access may be granted only after the person demonstrates reliability. Performance Standards Success will be measured by: Maintenance requests acknowledged promptly No unresolved request left without documented follow-up Accurate and current rent roll Invoices properly recorded and supported Deadlines entered and tracked Monthly reports delivered on schedule Clear records of owner approvals Professional tenant and vendor communication Problems escalated before they become emergencies Organized files that another team member can easily understand No unauthorized commitments or payments Application Instructions Please begin your proposal with the words: “NYC Property Operations” This confirms that you read the full posting. Also, if your responses look AI generated you will not be considered. Please answer the following questions: How many years of property-management experience do you have? What types and sizes of properties have you supported? Have you worked with mixed-use buildings containing both residential and restaurant or retail tenants? Which property-management platforms have you used? Describe your experience coordinating maintenance requests and vendors. Describe your experience maintaining rent rolls and lease calendars. Describe the monthly reports you have prepared for property owners. What bookkeeping or accounts-payable responsibilities have you handled? Have you worked with New York City properties or NYC compliance matters? What hours can you regularly work in the Eastern Time Zone? Are you comfortable calling tenants and vendors in the United States? What is your hourly rate? Are you interested in eventually moving to a fixed monthly retainer? Please provide a redacted example of a property-management report, rent roll, maintenance tracker or similar work product you have created. Describe a difficult maintenance or tenant issue you helped resolve. What would you do if a tenant reported active water leaking from the ceiling at 9:00 p.m.? What would you do if a vendor submitted an invoice that was significantly higher than the approved estimate? What information would you include in a monthly owner report? How do you make sure important lease and compliance deadlines are not missed? Why are you a strong fit for managing the operations of a small but high-value property? Please do not apply unless you have direct property-management or closely related real-estate operations experience.