Property Management Coordinator

Phoenix Investors • Milwaukee, WI

Phoenix Investors (the “Company” or “Phoenix”) is a national commercial real estate firm based in Milwaukee, WI, whose core business is the revitalization of former manufacturing facilities throughout the United States. This strategy leads to positively transforming communities and restarting the economic engine in the communities we serve.

We are seeking a qualified Property Management Coordinator to provide critical administrative and operational support to the commercial property management team.

This role focuses on vendor coordination, preventive maintenance scheduling, compliance documentation, Yardi invoice processing, and organized recordkeeping in SharePoint. This is a full-time, in-office position.

Responsibilities include, but are not limited to, the following:

  • Build and monitor a calendar for all recurring inspections/tests
  • Send proposals for approved work to Legal to draft as service agreements
  • Organize and maintain all property-related documents on SharePoint for team access
  • Review and reroute Yardi invoices that have incorrect entity/billing information; contact vendors directly to request corrections
  • Maintain an updated vendor database/contact list
  • Assist with onboarding new vendors; send invitation packets/paperwork and track completion of required documents
  • Track vendor Certificates of Insurance as required; monitor expirations and ensure ongoing compliance
  • Utilize AI productivity tools (e.g., Microsoft Copilot) to review new vendor background and history
  • Proactively identify process improvements for vendor tracking, invoicing, and document management
  • Assist with lease document filing and basic lease abstraction support
  • Utility account setup for new properties
  • Ad-hoc property management department projects as assigned
  • 2 – 4 years of experience in commercial property management, administrative support, or vendor coordination
  • Proficiency with Yardi property management software—Required
  • Proficiency with SharePoint or equivalent document management system—Required
  • Strong working knowledge of Microsoft Office (Outlook, Excel, and Word)
  • Excellent organizational skills with high attention to detail, especially around deadlines, compliance, and consistent filing
  • Excellent communication skills, both verbal and written; comfortable contacting vendors and resolving issues professionally
  • Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy
  • Familiarity with commercial property building systems
  • Experience with process improvements to drive efficiency
  • Familiarity with or willingness to learn AI productivity tools
  • Reliable, proactive, and team-oriented with a customer-service mindset
  • Paid training, holidays, and vacations
  • Company-sponsored 401(k)
  • Comprehensive benefits package including medical, dental, vision, and life insurance
  • Access to our wellness program, which includes personal trainers, yoga classes, and an on-site gym
  • On-site meal preparation
  • Paid parking

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