Administrative Coordinator

Ascend Talent Solutions; San Francisco (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

Ascend Talent Solutions is seeking an Administrative Coordinator in San Francisco, California. This role involves supporting the property management team with reporting, customer service, and administrative tasks. Responsibilities include managing tenant communications, preparing lease files, and tracking insurance compliance. Ideal candidates will have a bachelor’s degree or equivalent experience and at least 2 years as an Administrative Coordinator, preferably in commercial real estate. Proficiency in Microsoft Office and strong communication skills are essential.

Qualifications

• 2 years of previous Administrative Coordinator experience with commercial real estate experience is beneficial.
• Professional, reliable, flexible with a positive attitude.
• Ability to communicate well in both written and verbal forms.

Responsibilities

• Answer phones, greet visitors, and provide administrative support.
• Prepare and update lease files and abstracts for tenants.
• Manage and track all certificates of insurance for compliance.
• Code and enter invoices into the accounting system.
• Compose and send tenant communications regarding events and updates.
• Plan and support quarterly tenant appreciation events.

Skills

Customer service skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Attention to detail

Education

Bachelor’s degree preferred

Tools

MRI

Timberline

Yardi

Job description

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.

Responsibilities

• Answering phones, greeting visitors, assisting tenants with work orders and providing administrative support to the property and asset management team.
• Preparing and updating lease files and abstracts for all tenants ensuring completeness and accuracy.
• Managing and tracking all certificates of insurance ensuring that all coverage levels are in compliance with building standards.
• Coding and entering invoices into the accounting system, MRI, Timberline, Yardi.
• Composing and sending tenant communications to include events, building updates, rent statement information, and specific building issues.
• Planning and supporting tenant appreciation events will be a quarterly responsibility for the Administrative Coordinator.

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.