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 don't 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. You'll 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.

What You'll Own

Property & Tenant Support

You'll 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 that's 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 don't become big ones

In short: if something needs attention, you're comfortable figuring out the next step and getting it moving.

Billing & Financial Administration

You'll 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.

Office & Team Support

You'll 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

Who Will Thrive Here

The biggest requirement isn't a particular degree or job title. It's how you work.

We're looking for someone who is:

Independent. Once you're 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 doesn't 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 you'll also be expected to learn systems and become increasingly autonomous.

What We'd Love to See

• 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 driver's license and ability to travel locally or to project sites when needed
• Ability to successfully complete required background and reference checks

Schedule & Compensation

Hours: Approximately 20 hours per week

The schedule offers flexibility, but this is primarily an in-person position. Ideally, you'll 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.

Why This Role?

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

You'll join a small, mission-driven organization where your work has an immediate impact. You'll 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, we're 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.