Part Time Property Management Transaction Coordinator

Job Description: Transaction Coordinator & Administrative Support at
Wasatch Leasing & Property Management

Company Overview:
Wasatch Leasing & Management LLC is a UTAH based provider of comprehensive property management services dedicated to maximizing property owners' returns and tenants' satisfaction. With a commitment to excellence and innovation, we strive to deliver exceptional value to our clients in the dynamic real estate market.

Position: Transaction Coordinator & Administrative Support
Location: Remote (Mountain Standard Time Zone)
Hours: Monday - Friday
Expected Salary: (Salary varies based on skill level,production and results)

Job Purpose:
The Admin, Payroll, and Transactions Coordinator is a key support role in ensuring seamless administrative operations, payroll processing, and transaction management in a dynamic property management company. The ideal candidate will be highly organized, detail-oriented, and able to manage multiple responsibilities while maintaining professionalism and confidentiality.

Job Responsibilities:


Email and Calendar Management:
Coordinate daily team meetings.
Notify the Program Manager and team of urgent issues requiring immediate attention.
Main admin of the company’s operating systems.
Responsible for ordering office supplies to ensure operational efficiency.
Serve as the primary point of contact for administrative inquiries and support across the company.
Serve as a resource for employees seeking guidance or assistance on administrative policies, procedures, and protocols.

Document Management:
Draft an SOP based on the meeting notes conducted by the Program Manager and send it for approval.
Maintain and organize SOP files, ensuring documents are updated and easily accessible.
Keep a log of company credentials, logins, and passwords.

Team Onboarding & Support:
Prepare W8 BEN contract agreements and credentials for new hires.
Send onboarding documents and file them in the designated 201 folders.
Conduct a two-day onboarding meeting covering SOPs and payroll processes.
Add new personnel to relevant team meetings, communication channels (e.g., Skype), and time trackers.
Share and train new hires on Standard Operating Procedures (SOPs) and payroll processes.
Enroll W2 personnel in ADP and train W8 personnel on Veem payment requests.

Exit Procedures:
Prepare exit checklists for resigned or terminated personnel.
Remove and deactivate accounts from all systems for departing team members.

Payroll Management
Prepare, review, and process payroll for all employees per pay period.
Create and share payslip templates with personnel.
Ensure compliance with company policies and payroll regulations.

Transaction Coordination
Respond to inquiries from property owners, tenants, and vendors related to transactions or accounts payable.
Review vendor profiles to ensure all requirements for payment processing are complete.
Process vendor invoices, ensuring adherence to SOPs.
Process management bills, ensuring adherence to SOPs.
Reconcile accounts, address discrepancies, and maintain accurate financial documentation.
Communicate with vendors regarding payment schedules, disputes, or missing information.
Process owner disbursements and phonesale transactions.

Bank Account and Financial Monitoring
Check and monitor Trust and Operations bank accounts for Wasatch Leasing & Management LLC. Update cash flow reports for University Bookkeeping Services Team
Prepares funds necessary for payrolls and other Operations Expenses.

Property Management Operations
File Preliminary Notices at the State Construction Registry for newly managed properties.
Create and manage AppFolio accounts for showing agents and team members.
Complete assigned activities in AppFolio in a timely manner.

General Responsibilities
Accuracy: Maintain a high level of precision in documentation and financial transactions.
Professionalism: Exhibit professionalism in interactions with property owners, tenants, vendors, and team members.
Problem-Solving: Investigate and resolve discrepancies or disputes effectively.
Multitasking: Manage multiple priorities and meet deadlines consistently.
Confidentiality: Handle sensitive information and financial records with discretion.

Qualifications
Bachelor’s degree in business administration, accounting, or a related field (preferred).
Proven experience in property management, payroll, or financial transactions coordination.
Proficiency in property management systems (e.g., AppFolio) and financial tools.
Strong organizational and multitasking skills.
Standard communication skills
Excellent problem-solving abilities.
High attention to detail and commitment to accuracy.
Ability to work independently and collaboratively in a fast-paced environment.