Apply on Employer Site

Ascend Talent Solutions · 8 hours ago

Administrative Coordinator

San Jose, CA

Contract

Onsite

Entry Level

$30/hr - $31/hr

2+ years exp

Ascend Talent Solutions is representing an international commercial real estate developer seeking a highly organized and outgoing Administrative Coordinator for their Property Management team. The role focuses on supporting the property management team with reporting responsibilities and customer service, while also managing tenant requests and vendor relations.

Staffing & Recruiting

Hiring Manager

Elizabeth Clerou

Responsibilities

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

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

Codes and splits invoices based on cost centers and services performed

Prepares bill backs/re-bills for special tenant requests

Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are billed back/re-billed to tenants monthly

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

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

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 tenants and ensure that contract and lease administration files are accurate and up to date

Maintain and update tenant contact databases

Organize departmental meeting and travel arrangements

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

Processes all aspects of accounts receivable

Obtains completed W-9 forms from all vendors

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

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

Qualification

Microsoft WordMicrosoft ExcelMicrosoft OutlookCommercial real estateCustomer serviceProactive attitudeAttention to detailWritten communicationVerbal communication