Coordinator/Document Controller

We are seeking a highly organized and detail-oriented Document Coordinator to support our property management operations. This role is crucial in ensuring that all documentation related to tenants, properties, vendors, and service providers is accurately maintained, filed, and accessible. The coordinator will play a key role in supporting client experience by facilitating seamless documentation processes and ensuring compliance with regulatory and contractual requirements.

Key Responsibilities:

• Maintain and organize all property-related documentation, including lease agreements, contracts, tenant correspondences, vendor files, and service reports.

• Ensure proper document control procedures are followed, including version control, approval tracking, and digital archiving.

• Support the Client Experience Manager in preparing, updating, and distributing documents required for tenant communications, move-ins/move-outs, inspections, and renewals.

• Coordinate with property management, leasing, maintenance, and legal teams to gather and verify documentation.

• Ensure timely and accurate uploading of documents into the Property Management System (e.g., Yardi, MRI, or equivalent).

• Track expiration dates and renewals of leases, contracts, insurance certificates, and compliance reports.

• Respond to internal and external document requests in a timely and professional manner.

• Support audit and compliance reviews by retrieving and organizing required documents.

• Assist in the development and implementation of document management best practices and standard operating procedures.

Qualifications & Skills:

Education:

• Diploma or Bachelor's degree in Business Administration, Real Estate, or a related field.

Experience:

• 2+ years of experience in document coordination or administrative support, preferably in property management or real estate.

• Experience with property management systems and digital document management tools is highly preferred.

Technical Skills:

• Proficient in Microsoft Office (Excel, Word, Outlook).

• Familiarity with property management software (e.g., Yardi, MRI, SAP RE, or similar).

• Knowledge of tenancy documentation, lease terms, and compliance reporting.

Soft Skills:

• Strong attention to detail and accuracy in managing documentation.

• Excellent organizational and time management skills.

• Strong communication and interpersonal skills to coordinate with internal teams and external stakeholders.

• Ability to handle confidential information with discretion.