Office Coordinator

Description

Summary

Supports the General Manager in the daily routine requirements of property operations.  Maintains a “world class” level of service to tenants, clients, and vendors. 

Essential Duties and Responsibilities

• Organizes and prioritizes work to ensure completion of all tasks in a timely manner.
• Prepares monthly and quarterly property updates.
• Assists General Manager in maintaining communication with tenants to improve performance. Promotes effective business relationships to convey company operational policies.
• Maintains office supply inventory.
• Assists General Manager in reviewing and approving all year-end tenant reconciliations.
• Processes check requests for review and approval by General Manager.
• Reviews leases to help General Manager reconcile tenant accounts.
• Collects certificates of insurance for vendors and tenants according to lease requirements and prepares monthly report summary.
• Keeps emergency call program updated with current information.
• Assists the General Manager with collecting all billed rents in full and on time.
• Assists the General Manager and Operations Manager in the review, approval, accruals and processing of all property invoices through AVID.  (i.e. coding per budget, keeping on prescribed schedule for timely payment, setting up new vendors and assembling all required back-up.)
• Works with city municipalities for utility turn on/off along with pulling invoices as needed from websites.
• Covers the front desk for the management office which includes greeting patrons, assisting with questions, and answering the office phone.
• Assists General Manager with notifications to Tenants as needed.
• Assists General Manager and Operations Manager with distribution of service agreements and ensures documentation is saved properly and any additional requirements are met.

Qualifications

Required

• Associates or equivalent from two-year college; 3-5 years administrative experience, or equivalent combination of education and experience.
• Intermediate computer skills including Excel, Word, Adobe Acrobat and Outlook.

Preferred

• Previous property management experience, AVID, MRI.

Other Skills and Abilities

• Prepares correspondence via letter and email to tenants and vendors upon the request of General Manager.
• Maintains positive and professional relationships with tenants.  Communicates reoccurring issues and complaints to General Manager.
• Exhibits excellent time management and organizational skills.
• Demonstrates initiative and reflects a sense of urgency in daily duties.
• Exhibits excellent verbal communication skills, personally and via telephone.
• Clear and concise written communication skills.
• Develops and maintains a thorough and orderly electronic filing system.
• Receives and responds to tenant requests and work order calls in a timely manner and in accordance with the terms of each lease agreement.
• Maintains positive and professional relationships with co-workers

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and a variety of other technology.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and listen. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms and requires the ability to occasionally lift office products and supplies up to 20 pounds.

Benefits

• Medical
• HSA Employer Contributions
• Dental
• Vision
• Telemedicine
• Free Life Insurance
• Disability Insurance
• Generous Time Off
• Paid Holidays
• Wellness Program
• 401(k) with Employer Match

Disclaimer

This is not an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.