Office Administration and Property Management Coordinator

Reports to:

Property Manager Role:

Support and administer the day-to-day activities within the Property Management office

Specific Responsibilities Property Management:

Provide full administrative support, including phone support, typing reports, filing and distribution of correspondence. Maintain lease and contract files as well as other files located within the property management and brokerage office. Attend all scheduled Property Management staff and company meetings. Promote and foster positive relationships with tenants. Follow up on tenant service requests when necessary. Assist with the preparation of and coordinate vendor bid proposals and service contracts. Provide administrative support with the bidding process and assist Property Manager in the effort to ensure compliance with policies and procedures. Track and file vendor contracts and insurance certificates. Assist with transitioning of new and terminating property accounts including utility transfer, vendor set-up, tenant introductions and Yardi input of property and lease information. Monitor and maintain the property maintenance work order system and assist in the preparation of monthly reports on status of tenant work orders. Review, prepare and code invoices for property manager's approval. Assist with setting up of tenant billing with Accounting and Property Manager through lease abstracting including: Base Rent, Common Area Expenses, Miscellaneous Charges, Tenant Sales Reporting, and billable work performed for tenants. Research discrepancies in tenant receivable issues and assist Accounting with necessary adjustments, if required. Assist with monthly and quarterly management reports as well as annual budget preparation. Assist with reconciling actual Operating Expenses (CAM) for previous year's tenant billings. Notify tenants of any refund or over-payment and send notification to tenants for any deficiency in recovering operating expenses for the property. Obtains certificates of insurance from vendors and communicate with corporate staff to ensure compliance. Maintain a database of vendors, vendor service contracts, property asset tracking and tenant contacts. Participate in ownership and leasing scheduled meetings and generate meeting reports Preparation of periodic reports (lease abstracting, lease expirations and tenant move in/move out) Key Competencies High degree of computer literacy Microsoft Office suite including, Excel, Outlook, Word Experience with Yardi , Loopnet and or/ Dealius Brokerage Applications a plus Strong experience in accounting, budgets, and collections Customer service focused, both internal and external Strong attention to detail Commitment to meeting deadlines and project objectives timely Flexibility to service competing demands, multitask and prioritize workflow in fast paced environment with occasional interruption Able to achieve business objectives with minimal supervision and report to supervision remotely Professional and well-groomed appearance Punctual attendance Strong phone and organizational skills

Disclaimer Statement:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Job Type:

Full-time Pay:

$17.00 - $22.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person