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Stiles · 3 weeks ago

Property Coordinator

Boynton Beach, FL

Full-time

Onsite

Mid, Senior Level

5+ years exp

Stiles is a leader in commercial real estate with over 70 years of experience. The Property Coordinator will assist the Property Manager with all administrative aspects of building management, including handling inquiries, coordinating maintenance, and managing tenant communications.

Real Estate

Culture & Values

Hiring Manager

Dafne C.

Responsibilities

Answer all incoming telephone lines. Ensure that phones are tended to by 8:00 am each morning and forwarded at 5:00 pm each evening

Determine urgency and respond to all inquiries/requests promptly

Prepare work order requests and dispatch promptly

Track completion and follow-up on open work order requests daily and report findings of any chronic unresolved service requests to Property Manager

Greet office visitors in a friendly and professional manner, offer visitors refreshments, and maintain receptionist desk, reception area, kitchen, copy room and conference room in a neat and organized manner

Open and stamp all incoming mail and distribute accordingly daily. Handle all outgoing mail

Coordinate maintenance service for all office equipment, order and maintain office supply inventory, and maintain postage meter

Initiate tenant notifications of all building activities, initiate security notifications of events requiring security assistance

Coordinate tenant parties and Christmas decorations

Order tenant signage, update web directory

Prepare monthly tenant invoices to include credits, write-offs, and miscellaneous billings (i.e., electrical, OT HVAC, building services, late fees, etc.) and forward copies of all invoices to Accountant in charge of property promptly

Code all incoming invoices timely and submit to Assistant Property Manager for processing

Ensure all tenant and vendor certificate of insurance are updated and filed in accordance with the Stiles Management standards. Utilize a tickler system to maintain and record certificates. Send reminder letters and make phone calls as necessary and update expiration dates in Vendor Insurance Spreadsheet

Provide assistance to the Property Manager in preparation of budget and business plan as necessary

Maintain property management filing system, lease files, a/p files, construction files, vendor contract files in a current and organized fashion

Maintain the Building Access Card System data base in a current and organized fashion. All access card activations, deactivations or changes need to be completed on a daily basis. Create an invoice for every new card that is issued and provide the parking vendor with a copy of all access card invoices to enable them to track all monies due. Update the Access Card List as needed and submit updated copies to the security guards and to the garage cashiers

In general, perform administrative duties as required for the Property Manager

Other projects and duties as assigned by the Property Manager, Senior Engineer and Regional or Corporate offices

Qualification

Microsoft WordMicrosoft OutlookMicrosoft ExcelBasic accounting skillsCustomer service skillsMulti-taskerFlexibleResourcefulPersonableApproachableCheerful dispositionDetail oriented

Required

Associate degree preferred and minimum of five years' experience

Basic accounting skills necessary

Must be proficient with Microsoft Word, Outlook and Excel

The role requires a motivated and patient 'multi-tasker' who is flexible and resourceful

Must be detail oriented

The individual must be personable and approachable with a cheerful disposition

Strong customer service skills are a MUST

Preferred

Recent grads with four-year degrees and limited experience will be considered; this is a ground floor opportunity to grow into a property manager role