Regional Administrative Coordinator

MAXX Properties is seeking a highly organized, proactive, and detail-oriented Regional Administrative Coordinator to support our Vice President of Operations, Regional Managers, and on-site property teams. This role is an important partner in the day-to-day operations of our regional office, helping ensure administrative processes, reporting, and property support functions run smoothly across our communities.

The ideal candidate has hands-on multifamily property management experience, strong administrative skills, and the ability to manage multiple priorities in a fast-paced environment. This individual should be a resourceful problem-solver who communicates professionally, exercises sound judgment, and handles confidential information with discretion.

Key Responsibilities

Executive and Administrative Support

• Provide administrative support to the Vice President of Operations, including calendar management, meeting coordination, travel arrangements, and correspondence.
• Prepare and reconcile monthly expense reports using Concur or similar software.
• Prepare reports, presentations, and other business documents for operations leadership.
• Maintain regional office records, databases, files, and corporate logs.
• Collaborate with the Executive Assistant and Office Manager on corporate initiatives and special projects.

Property Operations Support

• Assist Regional Managers and on-site teams with operational, administrative, and reporting needs.
• Support property acquisitions, dispositions, takeovers, and transitions, including maintaining checklists and coordinating related tasks.
• Coordinate escalated resident concerns by directing issues to the appropriate teams and tracking them through resolution.
• Review and maintain property service contracts to ensure compliance with company standards.
• Assist with community marketing initiatives, including online listings and pay-per-click campaigns, while adhering to Fair Housing requirements.

Financial and Vendor Administration

• Set up new vendors and process regional office invoices, payments, and chargebacks.
• Compile, track, and distribute monthly regional financial and operational reports.
• Review on-site bonus submissions for accuracy and compliance with company programs.
• Monitor regional office supplies and inventory.

Personnel and Recruiting Support

• Track open positions and prepare weekly staffing updates for corporate reporting.
• Administer associate housing leases, including applications, lease documentation, renewals, and rent tracking.
• Coordinate the company work wear program for on-site teams, including ordering, distribution, and tracking.
• Maintain the confidentiality of personnel and financial information.

Office Operations and Process Improvement

• Assist with regional meetings, calls, catering, and company events in coordination with the Executive Assistant and Office Manager.
• Welcome visitors and help maintain an organized, professional office environment.
• Identify opportunities to improve administrative processes and office procedures.
• Perform additional duties as assigned.

Qualifications and Experience

• At least 2 years of property management experience, preferably in multifamily residential.
• 2–3 years of administrative, office management, or operations support experience; this experience may overlap with property management experience.
• High school diploma or equivalent.
• Working knowledge of multifamily property operations, including leasing, resident relations, vendor management, and property financial reporting.
• Familiarity with Fair Housing principles.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook, as well as Adobe Acrobat and Concur or similar expense management software.
• Experience with property management software, such as Yardi, preferred.
• Canva experience preferred; training will be provided.

Skills and Competencies

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities, meet deadlines, and respond with a sense of urgency.
• Strong problem-solving skills, initiative, and the ability to work independently.
• Professional demeanor and commitment to exceptional customer service.
• Ability to build effective working relationships with leadership, Regional Managers, on-site teams, vendors, and other business partners.
• Sound judgment and discretion when handling sensitive information.

About Maxx Properties:

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