Operations Coordinator at LOT… · San Diego

Summary: LOT Commercial Property Services is a locally owned commercial property services company with over three decades of experience. The Operations Coordinator will support daily operations of commercial property service projects, coordinating work orders, schedules, and vendor activities to ensure timely completion of maintenance and service tasks across client properties. Responsibilities: - Coordinate work orders, schedules, and vendor activities to ensure timely completion of maintenance and service tasks across client properties - Maintain accurate records, prepare reports, and assist with invoicing, documentation, and compliance requirements - Communicate with property managers, field teams, and internal stakeholders to resolve issues, prioritize tasks, and ensure service quality and customer satisfaction - Support continuous improvement by tracking performance metrics, identifying process gaps, and helping implement operational best practices - Enter job cost and non-job costed reported hours for Operations team while performing timecard audits - Support gathering necessary Client and Vendor information for proper setup within system - Assist in open purchase orders process review - Support communication with Sub-Contractors verifying schedule of work, and collection of invoices - Assist in documentation management (ie) Credit Card expense reports, W9’s, business licenses, etc… Required Qualifications: - Strong Operations Management skills, including coordination of schedules, work orders, and field teams - Excellent Communication and Customer Service skills to interact professionally with clients, vendors, and internal stakeholders - Ability to review data accurately, track performance, and support process improvements - Proficient Administrative Assistance skills, including documentation, reporting, and basic invoicing or billing support - High level of organization, attention to detail, and ability to manage multiple priorities in a fast-paced environment - Comfort with basic office software and digital tools (e.g., email, spreadsheets, scheduling or work order systems) - Ability to work on-site in San Diego, CA and collaborate effectively with cross-functional teams - Enter job cost and non-job costed reported hours for Operations team while performing timecard audits - Support gathering necessary Client and Vendor information for proper setup within system - Assist in open purchase orders process review - Support communication with Sub-Contractors verifying schedule of work, and collection of invoices - Assist in documentation management (ie) Credit Card expense reports, W9's, business licenses, etc… - 1+ year of office or administrative work pertaining to supporting operations required - Strong oral, written and interpersonal communication skills - Strong organizational and interpersonal skills, including both written and verbal communication - Attention to detail and use of reasonable judgement - Ability to maintain confidentiality, work with others collaboratively, possess good organizational and problem-solving skills Preferred Qualifications: - Prior experience in operations, facilities management, property services, or a related field is preferred - Bilingual in English and Spanish preferred, but not required - Microsoft Office and CRM knowledge (Sage, Zoho, Crystal Reports) preferred, but not required Required Skills: Operations Management, Data Tracking, Process Improvement, Administrative Assistance, Invoicing, Documentation Management, Microsoft Office, CRM Sage, CRM Zoho, CRM Crystal Reports, Bilingual English and Spanish Benefits: A generous company contribution to medical coverage, A 401k match, Dental, Vision, Accident coverage, Employer-sponsored mental health, Wellness resources, Discretionary summer hours