Residential Operations Coordinator at AJ Dwoskin & Associates Inc – Fairfax, Virginia

The Residential Operations Coordinator provides high-level operational and administrative support to the Executive Vice President (EVP) while serving as a key liaison between property teams, vendors, and internal departments. This role supports the overall performance of the property portfolio through coordination, reporting, contract oversight, and process management. The position requires exceptional organization, strong communication skills, attention to detail, and the ability to manage confidential matters and multiple priorities in a fast-paced environment. This role may also require periodic on-site support at property locations as needed.

Key Responsibilities

Executive & Operational Support

• Serve as the primary liaison between the EVP, property management teams, vendors, and internal departments.

• Assist in prioritizing the EVP’s workload and ensure timely execution of operational and strategic initiatives.

• Coordinate meetings, prepare agendas, document meeting notes, and track follow-up on action items.

• Handle confidential communications and sensitive matters with professionalism and discretion.

Reporting & Data Management

• Support the preparation and distribution of portfolio-level reports (daily, weekly, and monthly).

• Track property performance metrics including occupancy, revenue, expenses, and operational indicators.

• Maintain organized systems for property data, compliance documentation, and project timelines.

• Ensure reporting accuracy and consistency across property teams.

Contract Review & Vendor Management

• Assist with reviewing, organizing, and managing vendor contracts and agreements.

• Maintain contract documentation and ensure key dates, renewals, and compliance requirements are tracked.

• Manage vendor correspondence and support vendor relationship coordination.

File Audits & Compliance

• Conduct periodic file audits to ensure property documentation is accurate, complete, and compliant with company policies and applicable regulations.

• Maintain organized digital and physical filing systems for leases, contracts, compliance records, and operational documentation.

• Assist in identifying and addressing documentation or compliance gaps.

Communication & Coordination

• Facilitate cross-functional communication between property managers, accounting, marketing, and operations teams.

• Support marketing initiatives led by Property Managers by coordinating materials, approvals, and communications.

• Ensure alignment and effective communication across departments and property teams.

• Resident Relations & Regulatory Support

• Draft responses to resident complaints and issues related to tenant-landlord laws and regulations.

• Assist with documentation and communication related to resident concerns and compliance matters.

On-Site Property Support

• Provide on-site operational support at property locations when needed, including assisting property teams with audits, documentation reviews, operational coordination, or special projects.

• Process Improvement & Strategic Initiatives

• Analyze operational processes and property performance data to identify efficiencies and improvements.

• Recommend and implement process improvements to enhance collaboration, reporting accuracy, and operational effectiveness.

• Support special projects and strategic initiatives as assigned by the EVP.

Key Competencies

• Operational coordination and executive support

• Contract management and documentation oversight

• Data analysis and reporting

• Communication and stakeholder management

• Compliance and file auditing

• Process improvement and strategic support

• Time management and prioritization

Qualifications

• Bachelor’s degree in Business Administration, Real Estate, Property Management, or a related field required.

• Experience with contract review, documentation management, and compliance tracking preferred.

• Strong analytical, organizational, and problem-solving skills.

• Excellent written and verbal communication abilities.

• Ability to manage multiple priorities and deadlines in a fast-paced environment.

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and property management software preferred.

• Knowledge of tenant-landlord regulations and property management operations is a plus.

• High level of professionalism and discretion with confidential information.

Physical Requirements

• Ability to walk and inspect the property daily, including stairs and uneven terrain.

• Ability to lift, push, or pull up to 25 pounds.

• Ability to stand, sit, reach, bend, and stoop for extended periods.

• Ability to climb several flights of stairs multiple times per day.

• Hearing and visual ability sufficient to identify and respond to emergencies.

• Must communicate clearly and effectively in English.

• Must tolerate occasional stressful situations and work independently under moderate supervision.

Diversity

Diversity creates a healthier atmosphere. A.J. Dwoskin is an Equal Employment Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.