Office Coordinator

Job Description

Job Description

Position Summary

Recognized as one of the leaders in managing multifamily, industrial, and retail properties in the Pacific Northwest, Tarragon Property Services L.L.C. (TPS) is a locally owned property management company with more than 35 years of experience. Through our affiliated companies, our owners develop the properties we manage, which support our long-term investment in the communities where our residents live, work and play. We strive to build lasting value and relationships for several generations.

The Office Coordinator will oversee day-to-day tasks to keep the office organized/running smoothly and will handle general administrative project work including planning, coordination and implementation of various projects and activities for TPS employees. The ideal candidate has a fun, engaging personality with a dynamic, professional attitude, is highly self-motivated and can manage their workload and prioritizing tasks in a fast-paced corporate environment. As we value each relationship internally and externally, excellent customer service skills are an absolute must!

Essential Duties and Responsibilities

Communications

• Greet guests, offer refreshments, and coordinate connecting visitors/vendors with appropriate personnel.
• Screen incoming calls and correspondence, respond independently when possible, forward calls to appropriate personnel or department, and manage missed calls/voicemails. Handles inquiries about the organization and provides callers/senders with appropriate information.
• Screen incoming resident calls via the Resident Hotline and routes calls as needed to the appropriate Regional Manager.
• Retrieve, process, and route incoming/outgoing mail. Coordinate pick-up and delivery of express mail services (FedEx, UPS, Courier, Certified USPS) and manages the mail room/area.
• Assist with the creation and distribution of office-wide correspondence related to maintenance, events, policies, etc.
• Attend office-based meetings and take notes/minutes as needed.
• Report updates or pertinent issues that need addressing to the Senior Administrative Assistant.

Organization and Administration

• Opening and closing procedures including but not limited to unlocking shared vestibule doors, picking up any debris in common areas, turning on/off lights and conference room TVs.
• Conference room management, including confirming reservations, tidying rooms after meetings, resolving scheduling conflicts, enforcing end times.
• Water common area office plants as needed.
• Maintain general office organization and tidiness including office storage areas.
• Maintain office records and documents as required.
• Maintain copier/fax machines which includes refilling with paper, toner, staples, etc. as needed.
• Monitor office & restroom supply inventory and place orders as needed.
• Maintain cleanliness of both the break room and the kitchen and always ensure they are presentable, including loading/unloading dishwasher(s), light dishwashing, restocking kitchen supplies daily (coffee creamers/sugars, soda/water in refrigerators and snack bins), descaling coffee machines and coordinating monthly refrigerator cleaning.
• Provides light janitorial work including removal of trash from common spaces and light cleaning in between scheduled janitorial visits.
• Work with Investco Safety Committee to ensure the office is following safety regulations.
• Key and FOB management for office entry and individual office/cubical storage.
• Provides administrative assistance to commercial and residential sites and managers as needed.

Culture and Events

• Partner with Senior Administrative Assistant to plan and execute office events including holidays, birthdays, anniversaries, etc.
• Run errands for the office as needed (dropping off/picking up mail, picking up supplies for events, etc.)
• Partner with HR for New Hire Onboarding, specifically office tour, program training, headshots, and parking.
• Exercises discretion and independent judgement with respect to confidential matters for the Company.
• Assumes additional responsibilities and perform special administrative related projects as needed.

Education, Training, and Experience

• Bachelor's or Associate's Degree preferred but not required.
• 1-2 years of relevant administrative/project related experience required.
• 1-2 years of property management experience desired.
• Excellent customer service skills.
• Highly proficient in Microsoft Office products (Outlook, Word, Excel, etc.)
• Ability lift and carry up to 25 lbs. without assistance.

Qualifications and Skills

• Present a professional, businesslike manner to clients, visitors, customers and the public.
• Detail-oriented with a passion for organization.
• Ability to work independently in an open office environment and collaboratively as needed.
• Ability to prioritize, manage multiple tasks, meet deadlines, and know when to ask for help and/or guidance to ensure deadlines are met consistently.
• Comfortable being the first point of contact for all incoming calls and guests.
• Identify and resolve problems in a timely manner; see tasks through to completion. If task is passed off, circle back to confirm solution is reached.
• Strong written and verbal skills including ability to deliver well-written business correspondence.
• Speak clearly and persuasively in positive and negative situations; listens and gets clarification as needed.
• Ability to change approach or method to best fit the situation; able to deal with frequent change, delays or unexpected events.
• Follow instructions, respond to management direction, and take responsibility for own actions.
• Ability to read, write and speak English fluently.

Schedule: Monday - Friday, 8am-5pm

In addition to a competitive wage, we provide our team with excellent benefits:

• Medical, dental, and vision
• FSA health and dependent care
• Group-term life and AD&D
• Long-term disability
• Voluntary life insurance
• Employee assistance program
• 401(k) with company match
• PTO
• 9 paid holidays
• Bereavement leave
• Jury duty leave

We also provide a host of perks:

• Matching gift program up to $500 per year
• Continuing education reimbursement
• Employee referral bonus
• Wine and retail discounts
• Gym membership discount
• YMCA discount
• Discounts at the 5th Avenue Theatre

We are an Equal Opportunity Employer. We consider applicants for all positions without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, marital or veteran status, or any other legally protected status.

Job Posted by ApplicantPro