Administrative Coordinator

Ascend Talent Solutions; Los Angeles (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Ascend Talent Solutions is seeking a Tenant Services Coordinator for an onsite role in Beverly Hills. The position supports property operations across an office portfolio, handling tenant inquiries, scheduling, vendor coordination, and accounts payable/receivable at the property level.

The ideal candidate will have a high school diploma (associate or bachelor’s preferred) and strong communication, organizational, and MS Office skills. On-site attendance is required five days a week.

Qualifications

• High school diploma required; associate or bachelor's degree preferred.
• Experience with MRI and Yardi software / property management helpful but not required.
• Familiarity with monthly accounting cycle, A/P and A/R is a plus.

Responsibilities

• Answer management phones and assist with tenant needs.
• Coordinate tenant communications and distribute correspondence.
• Process mail and maintain records for tenants, vendors and staff.
• Assist with meeting planning, events, and scheduling.
• Manage vendor coordination and service agreements.
• Prepare and distribute Tenant billings and assist with delinquency reporting.

Skills

Tenant relations

Communication

MS Office

Organizational skills

Time management

Education

High school diploma

Associate or Bachelor’s degree preferred

Tools

MRI

Yardi

MS Word/Excel

Job description

Our client is seeking a Tenant Services Coordinator to join their team temp to hire. This is an onsite position in Beverly Hills.

POSITION RESPONSIBILITIES

The Tenant Services Coordinator is responsible for supporting property operations for an office portfolio. This person will assist in effectively implementing procedures, cost controls and policies; maintain good tenant and vendor relations; assist property management team in maintaining invoice records and contacting vendors/setting up accounts, as well as other duties as they may be assigned. Responsibilities include but are not limited to:

• Answer management phones and assist with tenant needs
• Respond to inquiries by providing routine information and/or taking and delivering messages
• Prepare and distribute correspondence
• Process incoming and outgoing mail
• Assist with meeting, event and other scheduling and coordination
• Assist as requested with coordinating special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives and other tenant and community events
• Assist with publication and distribution of tenant newsletter, maintenance of property website
• Maintain inventory of office supplies and property staff directory
• Maintain accurate and up to date tenant, team and vendor contact lists
• Maintain compliant certificates of insurance for tenants and vendors
• Manage Tenant Work Order system, ensuring timely completion in accordance with SOPs
• Coordinate tenant survey process, including annual action plan implementation
• Assist team with vendor coordination as requested or assigned
• Assist with preparing and administering service agreements
• Establish and maintain good record keeping and filing systems for tenant, vendor and property files
• Responsible for accounts payable, accounts receivable and reporting at the property level
• Process vendor invoices in a timely fashion, ensuring compliance with contracts and proper coding
• Track invoices to ensure vendors are submitting timely
• Prepare and distribute Tenant billings
• Provide management team with aged delinquency reports, follow up with tenants as needed and send delinquency letters as requested
• Assist with budget preparation as requested

POSITION REQUIREMENTS

• High school diploma required, associate or bachelor’s degree preferred
• Experience with MRI and Yardi software / property management preferred but not required
• Previous experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases
• Possess professional demeanor and excellent interpersonal and customer service skills
• Have access to reliable transportation
• Computer literate and proficient in MS Word, Excel, PowerPoint, Outlook
• Excellent communication skills, both verbal and written
• Ability to work independently
• Able to prioritize tasks and projects and thrive in a fast-paced environment
• On-site attendance is an essential function of the job and is required in-office at company office or at properties five (5) days per week