Part-Time Office & Property Operations Coordinator

Rochester NY 20 Hours/Week Starting at $28/Hour

TES Staffing is leading the search for a growing entrepreneurial Rochester-based organization seeking a sharp dependable and highly self-sufficient Office & Property Operations Coordinator.

This is a great opportunity for someone who loves being the person who keeps things moving. You dont need someone standing over your shoulder or reminding you three times that something needs to get done. You take good notes figure things out follow through and know when to ask a question versus when to simply handle it.

The role is approximately 20 hours per week with a flexible and consistent schedule during normal business hours. Youll spend much of your time supporting the day-to-day operations of a historic professional office building in Rochester while also providing administrative billing and operational support to a small busy team.

This position has the potential to grow over time for the right person.

Youll help keep a professional office building with approximately five commercial tenants running smoothly.

That means:

• Serving as a point person for tenant needs and day-to-day building issues
• Coordinating vendors maintenance janitorial needs repairs and preventative maintenance
• Responding when something unexpected happens whether thats a maintenance issue vendor question or tenant concern (Only during scheduled hours not required to be available outside of the normal schedule.)
• Collecting rent checks making deposits and helping maintain accurate tenant records
• Supporting leasing and other property-related administrative needs
• Keeping an eye on the details so small issues dont become big ones

In short: if something needs attention youre comfortable figuring out the next step and getting it moving.

Youll also take ownership of several recurring financial and administrative processes including:

• Preparing and sending monthly invoices
• Supporting tenant rent billing
• Participating in monthly team billing meetings and preparing client invoices
• Assisting with bookkeeping and accounts receivable
• Tracking payments and maintaining accurate records
• Completing basic administrative forms and recurring project documentation
• Supporting additional financial and project administration as needed

Experience with QuickBooks is highly preferred.

Youll be an important behind-the-scenes resource for a small team helping with things like:

• General administrative and operational support
• Maintaining files reference materials vendor information and internal records
• Updating procedures manuals and SOPs
• Helping coordinate vendors IT and other outside resources
• Occasional website marketing or social media updates
• Assisting with scheduling office supplies and other administrative needs
• Providing backup support when team members are out of the office
• Jumping into projects and figuring out what needs to happen next

The biggest requirement isnt a particular degree or job title. Its how you work.

Were looking for someone who is:

Independent. Once youre shown how something works you can take it from there.

Self-sufficient. When you encounter a question your first instinct is to look for the answer use the resources available to you and problem-solve.

Reliable. If you say something will get done it gets done. Your manager doesnt need to keep it on her mental to-do list.

Detail-oriented. You catch the missing number incorrect invoice forgotten follow-up or incomplete form.

Organized. You can have ten different things on your list and keep track of what needs to happen now next week and next month.

Comfortable wearing different hats. One hour might involve QuickBooks and invoices; the next could involve coordinating a plumber or answering a tenant question.

A quick learner. There are established processes and SOPs to follow but youll also be expected to learn systems and become increasingly autonomous.

• Previous administrative office management operations bookkeeping or property management experience
• Approximately 2 years of relevant professional experience
• Experience with QuickBooks
• Strong Microsoft Office/Office 365 skills particularly Excel and Outlook
• Comfort learning and working in systems such as Adobe Wix and Canva
• Strong written and verbal communication skills
• Excellent follow-through and attention to detail
• Confidence communicating professionally with tenants vendors clients and colleagues
• Commercial property management or affordable housing experience is a plus but not required
• Valid drivers license and ability to travel locally or to project sites when needed
• Ability to successfully complete required background and reference checks

Hours: Approximately 20 hours per week

The schedule offers flexibility but this is primarily an in-person position. Ideally youll work a consistent schedule across several weekdays during regular business hours. For example approximately four hours per day four to five days per week.

There is additional flexibility around exactly when those hours are worked with the exception of certain recurring responsibilities such as beginning-of-the-month billing.

Compensation:Starting at $28/hour based on experience.

Benefits include health insurance paid time off paid holidays and additional benefits available based on eligibility.

If youre someone who likes autonomy variety and being trusted to manage your responsibilities this could be a great fit.

Youll join a small mission-driven organization where your work has an immediate impact. Youll have the opportunity to learn multiple sides of the business take real ownership of your responsibilities and potentially expand your role over time.

Most importantly were looking for someone who takes pride in being the person the team can count on.

TES Staffing is leading this search. Qualified candidates will begin with an interview with the TES Staffing team followed by an in-person conversation with the client.