Administrative Coordinator

Ascend Talent Solutions; Scottsdale (AZ); On-site; USD 28,000 - 36,000; Full time

Job summary

Ascend Talent Solutions is seeking an Administrative Coordinator for a well-known real estate company in Scottsdale, AZ. The role focuses on supporting the property management team, handling periodic reporting, and resolving tenant issues with strong customer service.

The position involves processing service requests, coordinating with vendors, and maintaining accurate records and documentation. Bachelor’s preferred; temp assignment expected to last about five months.

Qualifications

• 2 years of Administrative Coordinator experience, preferably in commercial real estate.
• Proficient in MS Word, Excel, and Outlook.
• Bachelor’s degree preferred or equivalent work experience.

Responsibilities

• Provide direct administrative support to the operations team and tenants as needed.
• Serve as main contact for tenant service requests and enter them into the work order system.
• Ensure COI and insurance requirements are tracked and compliant.
• Assist with budget tracking, invoicing, vendor documentation and file maintenance.
• Coordinate meeting logistics and travel arrangements for the department.

Skills

Administrative coordination

Customer service

Attention to detail

Communication

Prioritization

Education

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Work order system

Job description

Our client, a well-known and well-respected real estate company needs a highly organized and outgoing Administrative Coordinator for their Property Management team in Scottsdale, AZ. This is a temp position estimated to last ~5 months.

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