Administrative Coordinator

Ascend Talent Solutions; Palo Alto (CA); On-site; USD 50,000 - 75,000; Full time

Job summary

Ascend Talent Solutions seeks a highly organized and outgoing Administrative Coordinator to support their Property Management team in Palo Alto, California. The role involves providing direct support, managing tenant service requests, and ensuring compliance with insurance requirements.

The ideal candidate has at least 2 years of experience, preferably in commercial real estate, and is highly proficient in Microsoft Word, Excel, and Outlook. A positive and proactive attitude is essential for this position.

Qualifications

• 2 years of previous Administrative Coordinator experience, preferably in commercial real estate.
• Proficient in Microsoft Office Suite, especially Word, Excel, and Outlook.
• Professional demeanor with strong customer service skills.

Responsibilities

• Provide administrative support to the property management team.
• Serve as the main point of contact for tenant service requests.
• Ensure compliance of insurance requirements among tenants and contractors.

Skills

Microsoft Word

Excel

Outlook

Customer service

Attention to detail

Education

Bachelor’s degree or similar work experience

Job description

Our client is an international commercial real estate developer, owner and manager! The company has an extraordinary team of passionate professionals who promote within and are dedicated to cultivating careers for exceptional talent needs a highly organized and outgoing Administrative Coordinator for their Property Management team.

Job Description

The Administrative Coordinator will primarily focus on supporting the property management team with periodic reporting responsibilities. With excellent customer service skills, the Administrative Coordinator will also work with tenants resolving issues and executing on special requests. The successful Administrative Coordinator will work with vendors and other building management team members to ensure procedures are followed throughout the building. Additional responsibilities for the Administrative Coordinator include the following:

Responsibilities Include

• Provides direct administrative support to Director, Operations (Account Manager), Chief Engineer (CE) and tenants as needed
• Serves as the main point of contact (POC) for service requests from tenants
• Entry of tenant service requests into work order system
• Ensures that 100% of the Certificate of Insurance (COI) for tenants and contractors are accurate and in compliance with standards
• Enforces compliance with insurance requirements among tenants, contractors, vendors and suppliers. Documents incidents of potential liability to property and equipment and forwards information to appropriate risk management personnel.
• Codes and splits invoices based on cost centers and services performed
• Prepares bill backs/re-bills for special tenant requests
• Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are billed back/re-billed to tenants monthly
• Ensure engineers take monthly readings from electric meters for tenants that have supplemental units.
• Assists in management audits and prepares all files and records in preparation for the audit
• Internal and external correspondence
• Create, maintain, review, purge and forward files to appropriate storage location in accordance with company record retention policy
• Update and file all documents for vendors and tenants and ensure that contract and lease administration files are accurate and up to date
• Maintain and update tenant contact databases
• Organize departmental meeting and travel arrangements
• Manages the new tenant welcome and orientation program
• Revises and distributes updated property manuals (as needed) within the portfolio with the assistance of the property team members. Property manuals include, but are not limited to the Tenant Handbook, Team Handbook, Hazard Communication Program, Building and Tenant Emergency Response Manuals, Space Utilization Guide and Lease Summary Book
• Processes all aspects of accounts receivable
• Obtains completed W-9 forms from all vendors
• Negotiates office equipment leases and maintenance agreements while ensuring technological advancement of support systems fall within budget guidelines
• Tracks budget line items relating for administrative account purchases and resolves negative variances relative to budget

Position Requirements

• 2 years of previous Administrative Coordinator experience with commercial real estate experience a real plus!
• Highly proficient in Microsoft Word, Excel, and Outlook.
• Professional, reliable, flexible and have a positive, can-do attitude.
• Excellent attention to detail with strong customer service skills and ability to prioritize
• Ability to communicate well in both written and verbal communication forms.
• Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members’ projects.

Education

• Bachelor’s degree preferred or similar work experience