McGough · 4 hours ago
Facilities Management Specialist
Minneapolis, MN
Full-time
Onsite
Entry Level
$25/hr - $30/hr
2+ years expMcGough is seeking a Facilities Management Specialist to provide administrative and clerical support to the Senior Property Manager. The role involves being the first point of contact for tenants and vendors and assisting in the day-to-day operations of the building.
Building MaterialConsultingReal Estate
Hiring Manager
Sandra Kingsley
Responsibilities
Main contact at the Butler Square Management Office for tenants and vendors
Pre-approve invoices (code, description, back up, call vendor w/discrepancies) for manager’s final approval
Read 'Guard Activity Report' for any unusual activity in the building the previous night and address any issues
Open and distribute mail
Address tenant requests via phone, email and on-line work order system
Liaison between cleaning, maintenance, security, vendors and property manager
Review security reports daily
Initiate letters and memos for approval by manager
New tenant- coordinate keys, locks, signage and tenant gift for new tenants
Accounting-deposit checks received in management office on a daily basis through online portal
Accounting-run financial reports from MRI
Copy posted invoices and file
Coordinate with manager team meetings
Manage the building card access system
Maintain the building’s electronic and hard files
Maintain the conference room scheduling for building tenant’s and audio-visual equipment in conference room
Run delinquency reports for manager-call on delinquent accounts
Keep office equipment maintained and supplies in stock. Order when needed
Print out rent roll for manager and leasing agents
Maintain the Sub Meter Reports for accounting
Building 'walk around'. Make notes for repairs, lights out, etc
Track certificate insurance certificates for tenants and vendors
Accounting email or mail monthly rent statements
Assist with Monthly Report
Monitor Tenant Contact list and keep current
Monitor Vendor Contact list and keep current
Coordinate tenant events
Gather price increase info from vendors for budget
Prepare budget books
Run yearly general ledger for manager
Change out electronic and hard files for tenants and vendors for new year
Assist manager with planning Tenant Holiday Party
Coordinate the annual building fire drill
Monitor current information for Tenant Handbook and Building Criteria Manual for building. Send an updated handbook and manual annually to Tenants
Update Vendor Contract Summary Report
Maintain tenant contact lists
Maintain vendor contact list
Coordinate move-in and move outs with tenants
Maintain vendor and tenant files
Qualification
Required
High School Diploma or General Education Degree (GED)
Strong Computer skills with proficiency in Microsoft Office Suite programs
Exemplary Customer Service while maintaining a positive attitude
Excellent interpersonal, organizational, written and verbal communication skills
Ability to work independently and make decisions; being diplomatic in all situations
Capable of working with confidential data and maintaining privacy
Ability to take direction from multiple managers, clients and vendors
Demonstrated teamwork
Continually seeks to improve processes
Preferred
Bachelor's degree in business administration or related field
(2+) years of administrative experience
Company
McGough
McGough is a construction firm that works on buildings in a variety of industries.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase