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Position Description

Operations Coordinator

Industry: Commercial Real Estate

Employment Type: Temp-to-Hire | Full-Time

Location: San Jose, CA (onsite, 5-days/week)

Hours: 8am-5pm or 8:30am-5:30pm

Hourly Pay: $33-37/hour (salary of $70-80K + bonus for direct hire role)

Overview:

A leading commercial real estate firm is seeking a highly organized and personable Operations Coordinator to support day-to-day property management activities across multiple retail centers. This is a great opportunity for someone with strong administrative skills, excellent customer service instincts, and the ability to work independently in a fast-paced, deadline-driven setting.

This role is based in the South Bay area and provides direct support to a team of property management professionals overseeing retail shopping centers throughout the region.

Responsibilities:

• Serve as the first point of contact for tenants, vendors, and visitors, providing responsive and professional communication.

• Supports the two Property Managers and a Chief Engineer with administrative tasks and daily coordination needs.

• Schedule and coordinate vendor repairs and maintenance services across several shopping centers.

• Handle invoice coding and processing through the company's system, routing to accounting for payment.

• Maintain physical and digital filing systems; prepare written memos and tenant notifications related to property activities (e.g., utility shutoffs, maintenance).

• Assist in setting up new vendors, ensuring all administrative and compliance requirements are met.

• Occasionally travel locally to support on-site coordination with vendors (minimal and infrequent).

• Manage incoming phone calls, schedule appointments, and ensure smooth office operations.

Qualifications:

• 3+ years of administrative or operations support experience-ideally within real estate, facilities management, or a related industry.

• Excellent verbal and written communication skills; comfortable interacting with business tenants and external vendors.

• Strong customer service orientation, including conflict resolution and relationship-building capabilities.

• High level of attention to detail, particularly when coding invoices or handling compliance documentation.

• Exceptional organizational skills; must be able to prioritize effectively across multiple tasks and deadlines.

• Comfortable working independently at a desk-based workstation for most of the day.

• Proficiency in general business software tools to include the MS Office suite; familiarity with invoice management systems a plus (e.g., Nexxus or similar platforms).

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