Office Coordinator

Office CoordinatorCapital Property Solutions is looking for an organized, detail-oriented Office Coordinator to join our Resident Services team. In this role, you'll manage all incoming and outgoing mail operations on behalf of the homeowners associations (HOAs) we serve, while also keeping our office running smoothly — from mailroom and kitchen upkeep to supply ordering and front-office support.What You'll DoPrint and prepare outgoing letters and mail for homeowners associationsProcess outgoing mail for timely delivery, including sorting, stuffing, sealing, and applying postage as neededEnsure accuracy of addresses and documents prior to mailingRetrieve mail from the offsite P.O. Box (Worthington), sort, and scan incoming physical mailProcess and route scanned/physical mail to the appropriate association, department, or staff memberMaintain accurate records of incoming mail as requiredSupport special mail projects requested by homeowners associations (e.g., bulk mailings, notices, assessments, ballots)Meet project deadlines and follow specific instructions provided by each associationKeep the mailroom clean, organized, and stocked with necessary suppliesMaintain equipment (printers, scanners, postage machines, etc.) and report issues as neededOrder and maintain inventory of mailroom, general office, and kitchen suppliesMonitor stock levels and place orders in a timely manner to avoid shortagesCode and route mailroom, office, and kitchen supply invoices to Accounting for paymentMaintain general cleanliness and organization of the kitchen/breakroom area, keeping drinks and snacks stocked and presentableAnswer the office door and greet visitors in a professional, courteous manner, directing them to the appropriate staff memberAnswer and route incoming phone calls to the appropriate staff member or departmentRespond to Resident Services requests received via email, including key/FOB requests, amenity reservations, and linking requests to homeowner accountsEnter and maintain resident and vendor information in the property management software (e.g., Yardi, AppFolio, or similar)Provide general administrative support and assist other departments during periods of high volumeWhat We're Looking ForHigh school diploma or equivalent requiredPrior mailroom, clerical, or administrative experience preferredStrong attention to detail and accuracyAbility to operate office equipment (printers, scanners, postage machines, copiers)Basic computer proficiency (email, data entry, document scanning software)Familiarity with property management software (e.g., Yardi, AppFolio, or similar) preferredExcellent written and verbal communication skillsStrong organizational and time-management skillsAbility to multi-task and prioritize across competing requestsAbility to lift and carry mail bins/boxes (up to 25 lbs)Professional, friendly demeanor for visitor and front-desk interactionsAbility to handle confidential information with discretionCompensation And BenefitsCompetitive base salary100% paid medical insuranceDental/Life insurance benefits available401(k)HSA11 Paid HolidaysVacation, sick, and wellness timeComputer providedCareer advancement opportunitiesWhy Join Capital Property SolutionsOur core values center on Professional, Personal, and Social growth and improvement, and we actively support our team members in reaching those goals in both their careers and their personal lives.

We look for people who bring communication, positivity, ownership, a results-driven mindset, and resourcefulness to their work, and in turn we're committed to helping our team members grow within the company and achieve their long-term career goals. Capital Property Solutions is an equal opportunity employer committed to building a team that reflects the diverse communities we serve. We welcome applicants from all backgrounds and provide reasonable accommodation for qualified individuals with disabilities.