Commercial Property Coordinator

Job Description

Job Description

Commercial Property Coordinator

Under the guidance of the Property Manager, assist in the daily operations of commercial office space in key areas of responsibility such as tenant relations, property maintenance, financial reporting, coordination of building staff and day‐to‐day administrative functions of the Property Management Department. This individual has excellent time-management, prides themselves on efficiency and takes a customer-service oriented approach when dealing with tenant issues.

Job Responsibilities include, but are not limited to:

• Serve as the central hub for tenant maintenance and Property Management related issues, ensuring that tenants are responded to in a timely matter and issues are properly tracked in accordance with company standards.
• Collaborate with the property maintenance staff, day porters, vendors, and contractors to resolve tenant issues and follow up on the projects.
• Answer calls and compile various correspondence.
• Draft tenant and building wide notices including but not limited to holiday closures, construction notices, repair and maintenance notices, and updates to the rules and regulations.
• Save digital documents and consistently organize digital files.
• Upload invoices and follow up on past due and missing invoices, resolve charge discrepancies with vendors, and reinstate services with the utility companies.
• Review tenant Lease documents for tenant information, building services, parking stipulations, rules and regulations, etc.
• Update and maintain tenant and vendor contact workbooks.
• Utilize Yardi to obtain and analyze various financial reports, including rent roll, budget, aged delinquency, variance, tenant and general ledgers.
• Prepare rent delinquency letters and follow-up notifications, including assessment of late fees allowed in the Lease.
• Compile and submit tenant monthly billable charges to accounting.
• Support the Property Manager in completing the monthly variance reporting.
• Assist with budget preparation by researching costs for supplies and services and obtaining bids as directed.
• Prepare CAM reconciliation letters.
• Pull rent increase report and populate rent increase letter to send to tenants two months in advance of increase.
• Track tenant and vendor insurance certificates and expirations, ensuring compliance across the portfolio.
• Manage parking enforcement, violation record, and towing requests.
• Assist in the move in and move out process for tenants, ensuring that the proper scheduling, tenant communication and onboarding/off boarding is taking place.
• Solicit for vendor contracts and proposals.
• Prepare purchase orders.
• Assist in the performance of all necessary administrative functions to facilitate the objectives of the department and support others on the team.
• Assist with special projects as needed.

Qualifications:

· Experience in commercial property management in administrative, coordinator role.

· Intermediate level Excel, Word, Outlook.

· Strong internet skills and computer/software aptitude.

· Ability to work with various real estate software applications, or aptitude to learn swiftly.

· Able to: multi‐task, prioritize and be confident to step in and take charge of administrative responsibilities.

· Strong verbal and written communication, teamwork and a positive customer service attitude is essential.

· The candidate must possess strong attention to detail; possessing the ability to learn new procedures quickly and be able to juggle multiple job functions.

· A strong background in customer service, some basic knowledge of building structures and experience in coordinating and scheduling are essential.

Company DescriptionA fully integrated real estate investment, private lending firm with over 30 years of real estate experience. This is a growth company, with an opportunity for a dynamic individual who wants to be a part of building a successful business with a long term vision.

Company Description

A fully integrated real estate investment, private lending firm with over 30 years of real estate experience. This is a growth company, with an opportunity for a dynamic individual who wants to be a part of building a successful business with a long term vision.