Ascend Talent Solutions-Property Management Administrative CoordinatorJob Description
Job Description
TheProperty Management Administrative Coordinatorwill primarily focus on supporting the property management team with periodic reporting responsibilities. With excellent customer service skills, theProperty Management Administrative Coordinatorwill also work with tenants resolving issues and executing on special requests. The successfulProperty Management Administrative Coordinatorwill work with vendors and other building management team members to ensure procedures are followed throughout the building. Additional responsibilities for theProperty Management Administrative Coordinatorinclude the following:
Responsibilities Include:
- Provides direct administrative support toProperty Manager,Assistant Property Manager andChief Engineer (CE) and tenants as needed
- Serves as the main point of contact (POC) for service requests from tenants
- Entry of tenant service requests into work order system
- Ensures that 100% of the Certificate of Insurance (COI) for tenants and contractors are accurate and in compliance with standards
- Enforces compliance with insurance requirements among tenants, contractors,vendorsand suppliers. Documents incidents of potential liability to property and equipment and forwards information to appropriate risk management personnel.
- Codes and splits invoices based on cost centers and services performed
- Prepares bill backs/re-bills for special tenant requests
- Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they arebilled back/re-billed to tenants monthly
- Ensure engineers take monthly readings from electric meters for tenants that have supplemental units.
- Assists in management audits and prepares all files and records in preparation for the audit
- Internal and external correspondence
- Create, maintain, review, purge and forward files to appropriate storage location in accordance with company record retentionpolicy
- Update and file all documents for vendors andtenantsand ensure that contract and lease administration files are accurate and up to date
- Maintain and updatetenantcontact databases
- Organize departmental meeting and travel arrangements
- Enforces compliance with insurance requirements among tenants, contractors,vendorsand suppliers. Documents incidents of potential liability to property and equipment and forwards information to appropriate risk management personnel.
- Manages the new tenant welcome and orientation program
- Revises and distributes updated property manuals (as needed) within the portfolio with the assistance of the property team members. Property manuals include, but are not limited to the Tenant Handbook, Team Handbook, Hazard Communication Program, Building and Tenant Emergency Response Manuals, Space Utilization Guide and Lease Summary Book
- Processesall aspects of accounts receivable
- Obtainscompleted W-9 forms from all vendors
- Negotiates office equipment leases and maintenance agreements while ensuring technological advancement of support systems fall within budget guidelines
- Tracks budget line items relatingforadministrative account purchases and resolves negative variances relative to budget
Requirements
- 2+years of previous Coordinator experience with commercial real estate experience a real plus!
- Highly proficient in Microsoft Word, Excel, and Outlook.
- Professional, reliable, flexible and have a positive, can-do attitude.
- Excellent attention to detail with strong customer service skills and ability to prioritize
- Ability to communicate well in both written and verbal communication forms.
- Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members’ projects.
- Interest in real estate.
Education
- Bachelor’s degreeandsimilar work experiencepreferred
Benefits
- PST, Medical, Dental, and Vision
55-65K salary range DOE
