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Ascend Talent Solutions · 3 hours ago

Administrative Coordinator

Oakland, CA

Full-time

Onsite

New Grad, Entry Level

$60K/yr - $70K/yr

Ascend Talent Solutions is seeking a Tenant Services Coordinator to join their client's team in San Jose. This role involves supporting property operations, maintaining tenant and vendor relations, and assisting with various administrative tasks related to property management.

Staffing & Recruiting

Responsibilities

Answer management phones and assist with tenant needs

Respond to inquiries by providing routine information and/or taking and delivering messages

Prepare and distribute correspondence

Process incoming and outgoing mail

Assist with meeting, event and other scheduling and coordination

Assist as requested with coordinating special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives and other tenant and community events

Assist with publication and distribution of tenant newsletter, maintenance of property website

Maintain inventory of office supplies and property staff directory

Maintain accurate and up to date tenant, team and vendor contact lists

Maintain compliant certificates of insurance for tenants and vendors

Manage Tenant Work Order system, ensuring timely completion in accordance with SOPs

Coordinate tenant survey process, including annual action plan implementation

Assist team with vendor coordination as requested or assigned

Assist with preparing and administering service agreements

Establish and maintain good record keeping and filing systems for tenant, vendor and property files

Responsible for accounts payable, accounts receivable and reporting at the property level

Process vendor invoices in a timely fashion, ensuring compliance with contracts and proper coding

Track invoices to ensure vendors are submitting timely

Prepare and distribute Tenant billings

Provide management team with aged delinquency reports, follow up with tenants as needed and send delinquency letters as requested

Assist with budget preparation as requested

Qualification

MRI softwareYardi softwareReal estate accountingMS WordMS ExcelMS PowerPointMS OutlookCustomer service skillsPrioritizeInterpersonal skillsCommunication skillsWork independently

Required

High school diploma required

Possess professional demeanor and excellent interpersonal and customer service skills

Have access to reliable transportation

Computer literate and proficient in MS Word, Excel, PowerPoint, Outlook

Excellent communication skills, both verbal and written

Ability to work independently

Able to prioritize tasks and projects and thrive in a fast-paced environment

On-site attendance is an essential function of the job and is required in-office at company office or at properties five (5) days per week

Preferred

associate or bachelor's degree preferred

Experience with MRI and Yardi software / property management preferred but not required

Previous experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases