Administrative Coordinator

Director Of Operations at Ascend Talent Solutions

Our client is an international commercial real estate developer, owner and manager! The company has an extraordinary team of passionate professionals who promote within and are dedicated to cultivating careers for exceptional talent. This role requires a highly organized and outgoing Administrative Coordinator for their Property Management team.

The Administrative Coordinator will primarily support the property management team with periodic reporting responsibilities. With excellent customer service skills, the coordinator will work with tenants to resolve issues and execute special requests. The successful candidate will collaborate with vendors and other building management team members to ensure procedures are followed throughout the building.

• Provides direct administrative support to Director, Operations (Account Manager), Chief Engineer (CE) and tenants as needed
• Serves as the main point of contact (POC) for service requests from tenants
• Entries tenant service requests into the 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, vendors and 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 back/re-bills for special tenant requests
• Prepares manual adjustment forms for all miscellaneous tenant service requests and ensures they are billed back/re-billed to tenants monthly
• Ensures 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
• Handles internal and external correspondence
• Creates, maintains, reviews, purges and forwards files to appropriate storage location in accordance with company record‑retention policy
• Updates and files all documents for vendors and tenants, ensuring that contract and lease administration files are accurate and up to date
• Maintains and updates tenant contact databases
• Organizes departmental meetings and travel arrangements
• Manages the new tenant welcome and orientation program
• Revises and distributes updated property manuals (as needed) within the portfolio with assistance from the property team. 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
• Processes all aspects of accounts receivable
• Obtains completed W‑9 forms from all vendors
• Negotiates office equipment leases and maintenance agreements while ensuring technological advancement of support systems falls within budget guidelines
• Tracks budget line items related to administrative account purchases and resolves negative variances relative to budget

• 2 years of previous Administrative Coordinator experience with commercial real estate experience is a real plus
• Highly proficient in Microsoft Word, Excel, and Outlook
• Professional, reliable, flexible, and possesses 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 forms
• Proactive attitude and willingness to take on additional responsibilities and assist with other team members’ projects

• Bachelor’s degree preferred or similar work experience

• PTO, PST, Medical, Dental, and Vision

Entry level

Contract

Accounting/Auditing, Administrative, and Customer Service

$30.00/hr - $31.00/hr

San Jose, CA