Property Management Coordinator

Ascend Talent Solutions - Property Management Administrative Coordinator

The Property Management Administrative Coordinator will primarily focus on supporting the property management team with periodic reporting responsibilities. With excellent customer service skills, they will also work with tenants resolving issues and executing special requests. The successful candidate will work with vendors and other building management team members to ensure procedures are followed throughout the building.

Additional responsibilities include:

• Provides direct administrative support to Property Manager, Assistant Property Manager and Chief 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, vendors, and suppliers; documents incidents of potential liability to property and equipment and forwards information to risk management personnel
• Codes and splits invoices based on cost centers and services performed
• Prepares bill backs/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 and ensures 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 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
• 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 fall within budget guidelines
• Tracks budget line items relating to administrative account purchases and resolves negative variances relative to budget

• 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

• Bachelor’s degree and similar work experience preferred

• PST, Medical, Dental, and Vision

55-65K salary range DOE.