Office Coordinator (Andover)

Office Coordinator - Real Estate - Andover, MA

We are seeking candidates for an Office Coordinator position with a leading real estate firm located in Andover, MA. The Office Coordinator will support the owner and oversee day-to-day financial and administrative operations. The ideal candidate will have 3-4+ years of administrative and accounting experience within the real estate industry.

This is a contract-to-hire position that will pay $30-40/hr (depending on experience) within a 40-hour workweek. This position is required to be on-site 5 days per week in their office.

Responsibilities:

• Provide direct administrative and personal support to the owner, including managing task lists, priorities, and calendar coordination

• Maintain strong follow-up on time-sensitive and high-priority items

• Post checks and payments into Yardi and scan/upload all supporting documentation

• Manage full Accounts Payable and Accounts Receivable processes, including invoice processing, collections, and tenant follow-ups

• Scan, organize, and attach all real estate documents (leases, invoices, etc.) within Yardi

• Prepare, track, and return tenant security deposits

• Process monthly distributions (JDS and Sheehy 2012)

• Calculate and invoice tenants for:

  • Monthly meter readings

  • Snow removal

  • Annual building insurance and real estate taxes

• Reconcile credit cards and perform bank reconciliations for properties and trusts

• Track and record personal investments and charitable contributions

• Prepare quarterly commissions and assist with financial analysis, including property tax changes

• Complete month-end close and prepare monthly financial statements

• Conduct collections by following up on past-due tenant invoices

• Serve as backup for office phone coverage and assist with general communications

• Address tenant concerns and coordinate issue resolution

• Arrange travel for the owner and team

• Manage Certificates of Insurance (COIs)

• Prepare leases, amendments, and proposals

• Post and manage property listings (e.g., Craigslist)

• Maintain property tax spreadsheets and other tracking systems

• Perform general filing and administrative support as needed

Qualifications:

• Bachelor’s degree in Business Administration or related field is preferred

• 3-4+ years of bookkeeping, operations, and administrative experience

• Real Estate industry experience is required

• Experience with bookkeeping and financial reporting

• Familiarity with property management software (Yardi preferred)

• Proficiency in Microsoft Office (Excel, Word, Outlook)

• Excellent communication and problem-solving skills

• Strong organizational skills and attention to detail

If you are interested in learning more about this opportunity, please email your resume to Olivia at [email protected].