Property Coordinator

Job Description

Property Coordinator - Temporary

Long Beach, California | On-site | Minimum 3-month assignment

Confidential Search | Presented by Intrepidus Talent Solutions

About the Opportunity

Intrepidus Talent Solutions has been engaged to place a temporary Property Coordinator for a commercial real estate client in Long Beach, California. The client is a well-capitalized owner-operator of Class A office product on the West Coast. Client identity is disclosed to shortlisted candidates during the screening call.

The Property Coordinator supports the Asset Management team on a day-to-day basis across all aspects of property management. This position reports to the Property Manager and offices in Long Beach, California. The assignment runs a minimum of three months.

This is a hands-on, high-volume coordination seat. The person in it is the operational hub of the building: the first voice tenants and vendors hear, the one who keeps invoices moving through Yardi, and the one who makes sure nothing sits in a queue.

Assignment Snapshot

• Assignment type: Temporary, minimum three months

• Pay scale: $29.00 - $34.00 per hour

• Location: On-site in Long Beach, California

• Reports to: Property Manager

• Systems: Yardi, SharePoint, YDM, Microsoft Word and Excel

Core Responsibilities

Front-of-House and Building Coordination

• Answer incoming calls and route them accordingly.

• Greet visitors professionally and offer refreshments such as coffee and water.

• Process incoming mail, including USPS, courier, and inter-office, along with packages.

• Coordinate maintenance and repairs for office equipment.

• Serve as point of contact for leasing tours, sending out calendar invites as appropriate.

• Manage and respond to email sent to the Long Beach distribution list, escalating urgent or time-sensitive items to the appropriate Manager and team promptly.

• Process work orders, then route or close them out as appropriate.

• Respond to tenant needs through coordination of maintenance and other staff.

• Update and distribute all contact lists, including asset management team, tenant, and vendor lists.

• Prepare and update staff meeting minutes on a weekly basis.

• Order signage and directory strips as needed.

Accounting and Invoice Processing

• Open, scan, and upload invoices to Yardi on a daily basis.

• Collaborate with and support the accounting team in managing accounts payable and processing invoices, covering both OPEX and CAPEX / job costs. Follow up on outstanding invoices or incorrect billings and resolve discrepancies promptly.

• Process and accurately code all lease-related invoices, including broker commissions, space planning, and legal invoices.

• Provide monthly invoice reporting at AP close.

• Prepare and submit Purchase Order requests for approval to ensure timely processing.

• Pull monthly utility invoices for water and power from the utility websites each month.

• Process all recurring sub-metering charges and one-time sundry charges monthly, including afterhours HVAC, signage, and keys.

Access, Security, and Compliance

• Process certificates of insurance (COI) submitted by vendors working for the client.

• Update security pass down lists, including coordination of contractor access requests for construction, covering afterhours access to occupied and vacant suites, as well as tenant vendors.

• Facilitate access card changes, additions, and deletions as needed.

Additional Duties

• Assist with budget preparation as needed and assigned by the Property Manager.

• Update the building website, afterhours HVAC, and access control systems as needed.

• Maintain SharePoint, YDM, and hardcopy file organization for projects, vendors, and tenant files.

• Draft and send tenant communiques via the building website and email.

• Other duties may be assigned accordingly.

Requirements

Required Qualifications

• Minimum of 2 years working in a commercial real estate environment.

• Accounting experience is required, and strong math skills are essential.

• Self-motivated, with excellent phone etiquette, a highly professional manner, and strong organization.

• Solid understanding of office procedures; typing speed of 60+ words per minute; excellent spelling and grammar.

• Highly computer literate, with working proficiency in Word and Excel.

• A demonstrated commitment to exceptional customer service, customer satisfaction, and building positive relationships.

Is This Role a Fit for You?

The candidates who succeed in this seat pair genuine front-of-house polish with real comfort in an accounting workflow. Either half alone is not enough. Someone who is warm with tenants but hesitant around invoice coding, PO requests, and AP close will fall behind quickly, and so will a back-office administrator who is uncomfortable being the visible face of the building.

Prior exposure to Yardi is a meaningful advantage given the daily invoice volume. Candidates without it should be prepared to speak specifically to comparable property accounting or AP systems they have run.

About Intrepidus Talent Solutions

Intrepidus Talent Solutions is a retained and contingent search firm led by founders who built and ran enterprise talent acquisition functions at Northrop Grumman, L3Harris, and Amazon. We work a small number of searches at a time, we speak to every candidate ourselves before presenting them, and we tell clients and candidates the same thing about a role.

The pay scale shown reflects the hourly range our client has approved for this assignment and is provided in accordance with California pay transparency law. Actual pay within the range depends on experience and qualifications. Our client is an equal opportunity employer. Intrepidus Talent Solutions considers all qualified applicants without regard to any characteristic protected by federal, state, or local law.

Requirements
Required Qualifications • Minimum of 2 years working in a commercial real estate environment. • Accounting experience is required, and strong math skills are essential. • Self-motivated, with excellent phone etiquette, a highly professional manner, and strong organization. • Solid understanding of office procedures; typing speed of 60+ words per minute; excellent spelling and grammar. • Highly computer literate, with working proficiency in Word and Excel. • A demonstrated commitment to exceptional customer service, customer satisfaction, and building positive relationships. Is This Role a Fit for You? The candidates who succeed in this seat pair genuine front-of-house polish with real comfort in an accounting workflow. Either half alone is not enough. Someone who is warm with tenants but hesitant around invoice coding, PO requests, and AP close will fall behind quickly, and so will a back-office administrator who is uncomfortable being the visible face of the building. Prior exposure to Yardi is a meaningful advantage given the daily invoice volume. Candidates without it should be prepared to speak specifically to comparable property accounting or AP systems they have run. About Intrepidus Talent Solutions Intrepidus Talent Solutions is a retained and contingent search firm led by founders who built and ran enterprise talent acquisition functions at Northrop Grumman, L3Harris, and Amazon. We work a small number of searches at a time, we speak to every candidate ourselves before presenting them, and we tell clients and candidates the same thing about a role. The pay scale shown reflects the hourly range our client has approved for this assignment and is provided in accordance with California pay transparency law. Actual pay within the range depends on experience and qualifications. Our client is an equal opportunity employer. Intrepidus Talent Solutions considers all qualified applicants without regard to any characteristic protected by federal, state, or local law.