Property Assistant

Job Description

Job Description – The Tenant Coordinator will primarily focus on supporting the property management team with periodic reporting responsibilities. With excellent customer service skills, the Tenant Coordinator will also work with tenants resolving issues and executing on special requests. The successful Tenant Coordinator will work with vendors and other building management team members to ensure procedures are followed throughout the building. Additional responsibilities for the Tenant Coordinator include the following:

Responsibilities Include:

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

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

Responsible for the overall cleanliness of the reception, lobby, and applicable work area

Assists in management audits and prepares all files and records in preparation for the audit

Prepare and send all in and outgoing mail and packages

Internal and external correspondence

Create, maintain, review, purge and forward files to appropriate storage location in accordance with company record retention policy

Update and file all documents for vendors and customers and ensure that contract and lease administration files are accurate and up to date

Maintain and update employee, clients and customer contact databases

Organize departmental meeting and travel arrangements

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.

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

Ad hoc administrative requests

Process all aspects of accounts receivable

Obtain completed W-9 forms from all vendors

Initiates cost reduction programs relative to office supplies, equipment and furnishings and maintain such

Negotiates office equipment leases and maintenance agreements while ensuring technological advancement of support systems fall within budget guidelines

Coordinates timely repair and maintenance of office equipment

Tracks budget line items relating to administrative account purchases and resolves negative variances relative to budget

Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are processed correctly on a monthly basis

Ensure engineers take monthly readings from electric meters for tenants that have supplemental units.

Enter data on tracking spreadsheet, calculate what is owed, bill the tenants, and add charges to monthly manual adjustment

Prepare invoices to be billed back to clients and send out accordingly for payment.

Position 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 degree and similar work experience

Benefits

PTO, PST, Medical, Dental, and Vision

Compensation

$60K - $65K yearly