Administrative Coordinator

Join the Howard Hanna Family of Companies! Hanna Commercial is looking to hire an Administrative Coordinator to join its Property Management Division. This position will report to the Directory of Commercial Property Management and be assigned to work closely with property managers and their assigned buildings.

• Creates and manages Purchase Order System for service contracts, supplies, and vendor work
• Manages vendor lists
• Manages group purchasing program
• Purchases supplies for building operations team and individual buildings
• Process invoices, utility bills
• Process office wide mail
• Process Contracts, Certificates of Insurance, and other computerized maintenance files
• Create Purchase orders for, help with ordering supplies, vendor options etc.
• Maintain operations file system

Job Responsibilities Relating to assisting with Maintenance Staff:

• Responsible for the overall operation and data entry for the computerized maintenance system program
• Responsible for dispatching field technicians and scheduling field work
• Maintains emergency building key system
• Maintains emergency call lists, and interacts with 24/7 call center
• Work in compliance with all applicable codes, government regulations and company directives related to building operation, and workplace safety.
• Works with office manager to fulfill office wide administrate duties as necessary
• Works with entire department to foster growth as a business and individually
• Process maintenance calls and create work orders
• Administer safety program

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

• Ability to manage time effectively.
• Be physically and mentally able to perform duties.
• Ability to perform under stressful situations, multi-task, deal with multiple personalities, and prioritize work requests.
• Must possess an attitude of safety and emergency preparedness; understand the principles of a life safety program, company safety programs and training, and their overall importance to building operations.
• General computer skills with Word, Excel, and general software usage. Heavy use of Adobe Acrobat
• Have basic accounting knowledge to understand invoices, coding, and contract terms.
• A service-oriented attitude is required; you will interact with building tenants, vendors, public authorities, co-workers and visitors.

This is a full time, 40 hour per week position with competitive benefits (medical, dental, vision, 401(k) and partial paid parking. This position has the ability for hybrid after initial training period is successfully completed.

Hanna Holdings, Inc. affiliates and assigns are committed to providing equal employment opportunity to all employees and applicants for employment regardless of such factors as race, color, religion, sex, national origin, age, veteran's status or disability. The Company abides by all local, state and federal laws and regulations affecting the hiring of employees.