Real Estate Admin and Operations Coordinator

Title: Real Estate Admin and Operations Coordinator

Location: 140 E. 19th Avenue, Suite 700, Denver, CO 80203

Work Arrangement: In-office, and periodic on-site at company properties

Reports To: Senior Management

Status: Full-time

Department: Operations

Position Summary

Coughlin & Company is an established Denver-based property management firm overseeing a portfolio of residential and commercial properties. We are seeking a highly organized, proactive, and detail-oriented Real Estate Admin and Operations Coordinator to drive the day-to-day operations of our corporate office and serve as a key operational partner across our property portfolio.

This role anchors operations associated with our corporate office and real estate portfolio which includes commercial office buildings, multi-family apartments and select service hotels. Through this position the Real Estate Admin and Operations Coordinator will assist in day-to-day office operations and assist with marketing, accounts payable, vendor management, human resources, and on-site operational coordination functions. The successful candidate will be resourceful and adaptable, able to manage a broad range of responsibilities independently in a fast-paced environment, anticipate needs before they arise, and keep multiple priorities organized across functions and properties.

This is a full-time in-office position based at our Denver headquarters. The role will require periodic on-site coordination at company properties throughout Colorado, including conducting tenant showings at residential properties as needed. Reliable transportation and a valid driver's license are required.

Property Operations

• Assist with day-to-day operations across the company's residential and commercial properties, including periodic on-site coordination
• Conduct tenant showings at residential properties as needed and follow up with tenant prospects including lease renewals, tenant coordination and communication.
• Coordinate communication between property managers, tenants, vendors, and maintenance teams
• Track and follow up on work orders, vendor scheduling, inspections, and project timelines
• Ensure security cameras across all properties are operational and address service issues promptly
• Program, issue, and track key fobs and parking access cards
• Maintain strong vendor relationships and ensure timely service delivery
• Communicate with commercial and residential tenants

Marketing

• Oversee and implement the company marketing plan across the property portfolio
• Coordinate with third party hosting services to update and maintain property websites, ensuring listings and content are accurate and current
• Order marketing materials, branded merchandise, and employee uniforms
• Maintain brand consistency across templates, flyers, signage, and resident communications
• Support social media coordination and other marketing initiatives as needed
• Prepare new investment summaries

Accounts Payable & Expense Analysis

• Process accounts payable invoices, coding, approvals, and timely vendor payments
• Analyze property and corporate expenses; flag variances and identify cost-saving opportunities
• Reconcile and organize incoming invoices and supporting documentation
• Manage and maintain current vendor insurance certificates, W-9s, and contract documentation
• Maintain accurate vendor databases and financial records

Human Resources & Recruiting

• Post job openings on relevant platforms and manage candidate pipelines
• Conduct initial screening interviews and coordinate follow-up interviews with on-site managers
• Assist with broader HR responsibilities including onboarding, offboarding, and employee records
• Support payroll preparation coordination (timesheets, documentation, credit reconciliations, approvals)
• Help coordinate company events, team communications, and employee engagement initiatives

Meetings & Administrative Coordination

• Coordinate meetings: schedule, prepare agendas, and record and distribute minutes
• Assist with annual meetings, including logistics, materials, notices, and follow-up
• Maintain organized digital and physical filing systems for business, property, and vendor records
• Prepare reports, spreadsheets, and operational documents as needed

Office Operations

• Serve as the central point of contact for day-to-day office operations
• Manage office supply inventory and ordering
• Coordinate building maintenance, repairs, cleaning services, and office-related vendor relationships
• Maintain a professional, organized office environment ready for daily operations and visitors
• Identify operational inefficiencies and implement improved systems and procedures
• Assistance with Executives schedules, meeting coordination, making travel arrangements, etc.
• Answering calls

Qualifications

• Five or more years of progressive experience in office management, operations, or a comparable administrative role
• Demonstrated experience managing accounts payable, vendor relationships
• Strong organizational, multitasking, and prioritization skills, with a proven ability to manage competing deadlines
• Excellent written and verbal communication abilities
• High attention to detail with strong follow-through
• Ability to work independently, exercise sound judgment, and take initiative in a fast-paced environment
• Professional, dependable, and service-oriented mindset
• Demonstrated discretion in handling confidential and sensitive information
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Valid driver's license and reliable transportation for periodic travel to company properties

Preferred Experience & Skills

• Experience in property management, real estate, construction, or facilities management
• Working knowledge of marketing tools, website CMS platforms, and basic graphic templates (Canva, Adobe, or similar)
• Familiarity with accounting and property management software such as Yardi, QuickBooks, or comparable
• Prior experience with HR functions including job posting, screening, and onboarding
• Strong vendor management and tenant relations experience
• Proactive problem solver who anticipates needs before they arise

Compensation & Benefits

Competitive salary commensurate with experience, plus a comprehensive benefits package including health insurance, paid time off, and retirement plan participation. Specifics will be discussed during the interview process.

Coughlin & Company is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic.