Commercial Real Estate Administrator & Office Coordinator

Healthpeak Properties, Inc.; South San Francisco (CA); On-site; USD 50,000 - 56,000; Full time

Job summary

Healthpeak Properties, Inc. seeks an Office Operations Coordinator to manage daily office functions at our South San Francisco location. You will coordinate vendor services, messages, and supplies while maintaining a welcoming environment for employees and visitors.

Key duties include onboarding support, access control, and coordinating IT requests. Proficiency with Yardi and MS Office is required, with reliability and strong communication essential.

Qualifications

• Minimum 2 years of commercial property management experience.
• Experience with Yardi software.
• Strong communication and customer service skills.
• Proficient in MS Word, Excel, PowerPoint, and Outlook.
• Reliable transportation is required.

Responsibilities

• Serve as the primary contact for office operations and vendor services.
• Maintain a professional, organized office environment for employees and visitors.
• Manage tenant, team, and vendor contact lists.
• Administer office access controls and mail distribution.
• Coordinate and troubleshoot routine IT support with the IT Help Desk.
• Assist senior leadership with onboarding, offboarding, and vacancy management.
• Coordinate schedules and office coverage for Directors and Property Managers.
• Publish and distribute tenant newsletters and maintain the property website.

Skills

Communication skills

Time management

Independent work

Interpersonal skills

Education

High School Diploma or GED

Associate's or Bachelor's degree preferred

Tools

Yardi

MS Office

Job description

Headquartered in Denver, Colorado, Healthpeak (NYSE: DOC) is a nationwide, fully integrated Real Estate Investment Trust (REIT) and a proud S&P 500 company. Together we build, own, and operate world-class facilities for healthcare Discovery and Outpatient Care ("DOC"). Our impressive portfolio of over 50,000,000sf of Medical Outpatient buildings and Lab and Life Science facilities fuel innovation in patient care and research - accelerating scientific discovery, enhancing healthcare delivery, fostering healthier populations, and driving shareholder value.

POSITION RESPONSIBILITIES

• Serve as the primary point of contact for office operations, coordinating vendor services, deliveries, and suite maintenance requests, including the taking and delivering of messages.
• Maintain a professional, organized, and welcoming office environment for employees and visitors.
• Maintain an accurate and up-to-date tenant, team, and vendor contact lists.
• Manage an inventory of office, kitchen, and workplace supplies, including ordering and replenishment.
• Support compliance with office policies, safety procedures, and workplace standards for Healthpeak's 611 office location.
• Coordinate and troubleshoot routine IT support requests, partnering with the IT Help Desk as needed.
• Assist senior leadership with employee onboarding, offboarding, office assignments, and vacancy management.
• Administer office access controls, including employee and visitor card access.
• Coordinate schedules and office coverage for Directors and Property Managers.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Organize team lunches, monthly all-hands meetings, and other internal events.
• Plan and execute employee engagement activities, including seasonal celebrations, outings, and family events.
• Partner with the Marketing team to manage office swag inventory and support local marketing initiatives and events.
• Assist with meeting, event, and other scheduling and coordination
• Assist with publication and distribution of tenant newsletter, maintenance of property website
• 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 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.
• Assist with budget preparation as requested

POSITION REQUIREMENTS

• High School Diploma or GED required; Associate's or Bachelor's degree preferred.
• Minimum of 2 years of previous commercial property management experience.
• Experience with Yardi software.
• Previous experience in real estate accounting and familiarity with the monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases.
• Possess a professional demeanor and excellent interpersonal and customer service skills.
• Have access to reliable transportation
• Computer literate and proficient in MS Word, Excel, PowerPoint, and 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

Base salary (based upon, and subject to, candidate experience): $36.06 - $40.86 per hour

On-site attendance is an essential function of the job and is required in the office or at properties five (5) days per week.