Job Title: Administrative & Financial Operations Coordinator
Location: Reports to: MTM Construction & Property Management LTD. (Matt & Tegan Mackey)
Type: Full-Time
About the Role (Advertisement)
We’re seeking an Administrative & Financial Operations Coordinator who can bring structure, accuracy, and proactive energy to our property management operations. You’ll be the link between property managers, bookkeepers, and owners, managing financial coordination, office administration, and the daily logistics that keep the business running smoothly.
This isn't a passive support role. It’s for someone who understands how processes connect, can identify gaps, and can implement straightforward, efficient systems that save time and avoid costly errors. You’ll help “land the plane” by ensuring both operational and financial details are managed accurately and with follow-through.
Ideal Natural Strengths: Responsibility | Arranger | Analytical | Discipline | Relator – Someone who demonstrates reliability, structure, process expertise, and strong relationship skills, without requiring constant supervision.
Key Responsibilities
Financial Coordination & Bookkeeping
- Manage day-to-day bookkeeping using QuickBooks Online (QBO), ensuring transactions, invoices, and receipts are accurately categorized and reconciled.
- Collaborate with bookkeeping to ensure best practices and accuracy. • Implement and oversee automation tools like Dext, Buildium, and Amazon to ensure smooth expense tracking.
- Manage rent collection, process payments, and monitor delinquencies using property management software.
- Set up and manage recurring invoices and payments (e.g., management fees, cleaning services).
- Assist with month-end reporting, expense tracking, and financial summaries for leadership.
Property & Administrative Operations
- Coordinate daily office operations, including scheduling, correspondence, and document management for property managers and maintenance teams.
- Respond to tenant inquiries, handle lease applications, and keep accurate resident records.
- Prepare lease agreements, renewal notices, and move-in/move-out documentation in accordance with local regulations.
- Arrange maintenance requests, vendor services, and property inspections.
- Keep digital and physical filing systems tidy for leases, invoices, and operational documents.
- Assist marketing efforts by updating listings, coordinating showings, and preparing promotional materials.
Systems & Process Improvement
- Identify inefficiencies and adopt smarter workflows for payment processing, document management, and team communication.
- Create and update templates, checklists, and clear process documentation for recurring tasks.
- Work with external bookkeepers and accountants to ensure seamless data handoffs and accountability.
Training & Coordination
- Participate in a structured 90-day onboarding process with existing staff for knowledge transfer.
- Document key procedures and help train new hires or support staff as needed.
- Serve as the connection between operations, finance, and property management to ensure nothing is overlooked.
You’re a Fit If You:
- Have over 3 years of experience in bookkeeping, administrative coordination, or property management.
- Proficient in QuickBooks Online and property management platforms such as Buildium or similar.
- Possess excellent organizational skills and excel at establishing order within complex systems.
- Communicate clearly and confidently with owners, tenants, and vendors.
- Take initiative by identifying what needs doing and acting without waiting to be asked again.
- Value accuracy, accountability, and fostering a collaborative work culture.
Metrics for Success (First 90 Days)
- QuickBooks is reconciled monthly and kept well-organized.
- New payment process implemented with minimal disruption.
- All receipts are digitized and organized using Dext or QBO.
- Property management workflows are clearly documented and consistent.
- Noticeable reduction in administrative errors and quicker responses to tenant and owner requests.
What’s in it for you?
- Competitive salary based on experience, with opportunities for growth and expanded responsibility as systems improve.
- Flexible, collaborative workplace culture.
Interested? Please send your resume to [email protected] — we’d love to hear from you!