Key Operations Coordinator

Key Operations Coordinator

The Key Operations Coordinator plays one of the most critical roles within our organization by overseeing the creation, organization, distribution, and security of all property keys and access devices. This position ensures that all unit keys—physical, fobs, and other access tools—are accurately tracked, properly stored, and ready for use by internal staff, vendors, and tenants. The ideal candidate is highly organized, detail-oriented, and committed to maintaining precise systems that support efficient operations and exceptional service.

Position Status: Non-Exempt, Full-Time

Supervisor: Move Out Manager

Hours: Monday to Friday 8am-5pm

Location: Office

Expectations

Key & Access Management

· Manage all property keys, including physical keys, fobs, lockboxes, and other access devices across the entire portfolio.

· Create, label, and document new keys and replacement keys as needed.

· Prepare and package unit keys for vendor pickup and internal team needs.

· Oversee the return, logging, and reorganization of keys after vendor and staff use.

· Maintain accurate spreadsheet logs and inventory counts for all property keys.

Move-Out & Move-In Support

· Work directly under the Move-Out Manager to ensure keys are prepared on schedule for turn processes.

· Assemble move-in key packets and welcome materials for new tenants.

· Update key status in workflow systems to support unit readiness and prevent delays in move-ins.

Database & Documentation Management

· Update the property management database for new properties, lock changes, rekeying, and key inventory changes.

· Maintain complete, up-to-date digital and physical records for all keys, including audit trails.

· Regularly review records for accuracy and reconcile any discrepancies.

Communication & Coordination

· Communicate proactively with vendors, maintenance teams, leasing staff, and internal departments regarding key needs and key status.

· Ensure vendors have correct access before scheduled work begins.

· Respond promptly to key-related questions or access requests from internal teams.

Workspace & Compliance

· Maintain an organized, clean, and professional workspace that reflects the importance of this role.

· Follow all company key security protocols, handling standards, and confidentiality expectations.

· Assist with process improvements and documentation updates for key handling procedures.

· Perform other duties as assigned.

Requirements

· High school diploma or GED is required.

· 1–2 years of administrative or office experience, preferably in a role requiring accuracy, organization, or handling sensitive materials.

· High attention to detail with excellent organizational and time-management skills.

· Ability to manage multiple tasks simultaneously in a fast-paced environment.

· Strong verbal and written communication skills for interacting with internal staff and external vendors.

· Proficiency with spreadsheets, databases, and basic office software; experience with property management systems is a plus.

· Reliable, trustworthy, and committed to maintaining security and accuracy.

· Prior experience in property management, facilities coordination, or inventory control is helpful but not required.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical demands: a person must be able to sit for prolonged periods of time and occasionally lift 25lbs.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Pay: $ $26.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person