Property Coordinator

Company Overview

AQUILA Commercial is a close-knit group of hardworking, enthusiastic and fun people who run Austin’s top local commercial real estate firm.  The Property Coordinator works with a Property Manager and Team in the management of commercial office, retail and industrial properties.  Work is in an office setting and requires on-site visits to managed properties and meetings with tenants.  Candidates should be self-motivated and detail oriented. The Property Coordinator is a front line position who assists building tenants, contractors, managers and visitors daily and requires strong customer service and organizational skills. To apply for this role, please email your resume to hiring@aquilacommercial.com.

Job Description and Responsibilities

• Process invoices daily and be able to identify the correct accounting codes.
• Assists in coordinating all tenant security access cards for perimeter, garage, and fitness center.
• Helps maintain property management calendar.
• Performs clerical tasks for staff, as needed.
• Help maintain building work order system and keep information up to date.
• Maintain tenant and administrative filing system and assures all documents are properly filed.
• Assists with building access for contractors.
• Maintains the contractor/vendor lists.
• Prepares building inspection reports, status reports, tracking reports, correspondence and files.
• Assist with all incoming service requests and dispatch to appropriate personnel.
• Retrieve, open, date-stamp and distribute all incoming mail.
• Coordinate with existing tenants for the leasing tours.
• Assist with planning and implementation of tenant events.
• Assist with the preparation and tracking of vendor contracts.
• Assist with filing, scanning and indexing
• Other duties as assigned.
• Assists with front desk reception and fills in for receptionist as needed.
• Assists with the preparation and distribution of monthly and quarterly reports.
• Maintains insurance files for coverage required by tenants and vendors.
• Responsible for notification letters to tenants and vendors thirty days before expiration of insurance certificate.
• Assist with scheduling and assigning work orders
• Collect utility bill back info and input in records
• Assist with orders as needed
• Develop and maintains positive tenant relations by creating and sustaining good will and by providing consistently responsive quality service.
• Coordinate and assists Property Manager and/or APM with tenant move-ins and move-outs.
• Coordinate and assists Property Manager and/or APM with planning and implementation of periodic tenant events.
• Assist in maintaining the tenant information manual and assures that information is current and correct.
• Coordinate production of tenant signs, keys and directory information.
• Prepare and maintain tenant contact lists.

Job Qualifications 

• Minimum of three (3) years administrative experience is required.
• High school diploma is required.
• Commercial real estate experience is preferred
• Must possess strong interpersonal skills and an ability to work and communicate effectively with all levels of operations.
• Must have the ability to manage time and multiple projects efficiently and achieve required results.
• Must possess excellent customer service skills.
• Must be detail oriented and well organized.
• Proficient with Microsoft Office Suite (Excel, Word, Outlook) 
• High proficiency in written and spoken English is required.
• Must be able to define problems, collect data, establish facts, and draw valid conclusions.
• Physical Demands may vary. The individual is occasionally required to sit, stoop, kneel, and crouch. The individual may need to lift up to 20 pounds.
• Responsiveness– Need to perform responsibilities with an acute sense of urgency to meet the needs of others; respond to solve problems; willing to accept a variety of tasks associated with this position.
• Integrity- Demonstrate sound business ethics; consistently comply with organizational values; protect confidential information.
• Customer Service –Demonstrate optimum customer service delivery while performing all job functions
• Communication- Able to clearly express ideas; present verbal information in a straightforward manner; ask questions in order to open channels of communication; listen to and understand perspectives of others.

Work Schedule

This is a full-time position. AQUILA’s normal hours of operation are Monday through Friday from 8:00am to 5:00pm. The hours will be worked in the AQUILA office located at 8303 N Mopac. Computer and software will be provided.

References

We will check references submitted as deemed necessary. Oh and, no calls please. We’re super busy and would love to talk, but let us get back to you.