Job Description
As a Property Coordinator you will facilitate, organize, and coordinate several tasks related to the maintenance of the property portfolio. The ability to multi-task, prioritize and complete tasks in a timely manner is imperative. Being self-motivated and a self-starter is beneficial, as well as a being a detailed communicator with the ability to “close the circle” on communication between the various team members. The following requirements are to be conducted as support to or on behalf of the Property Manager:
Field all telephone calls and online work orders, and transfer/assign to the appropriate team member or building staff member.
Maintain all tenant and vendor files, in both hard format and electronically on the Shared Drive.
Assist the Property Management team by conducting rental collections from tenants, and invoice collections from vendors.
Assist in coordination of tenant move-in process: prepare tenant welcome packet, coordinate execution and delivery of lease agreements, coordinate distribution of suite keys and/or key FOBs, obtain tenant emergency contact information.
Assist in coordination of tenant move-out process and prepare move-out paperwork.
Maintain all annual tracking spreadsheets: Tenant Emergency Contacts, Vendor Contracts, Contract Tracking, Property Snap Shot, Annual Business Plans, Tenant Options Spreadsheet, and any other implemented tracking tool required.
Track and file certificate of insurance forms for each vendor and tenant at each property, and submit to the Property Manager for review on a monthly basis.
Administration of all service contracts and contract abstracts for the property, for Property Manager review and approval.
Assist in planning tenant appreciation activities and events, including but not limited to holiday events and gift basket coordination.
Provide administrative support to the full Property Management team in addition to special tasks/projects for the Accounting team.
Qualifications
Proficient in Microsoft Word, Excel, Outlook and Power Point.
Experience with Yardi Accounting Software is favorable.
Superior time management, organizational and interpersonal skills.
Previous commercial real estate industry experience is favorable.
Must be able to work in a fast-paced environment with rapidly changing priorities, and remain flexible throughout such changes.