Office Coordinator

Spinoso Real Estate Group; Bowling Green (KY); On-site; USD 36,000 - 48,000; Full time

Job summary

Spinoso Real Estate Group is seeking an experienced administrative professional to greet visitors, manage phones, coordinate schedules, and support corporate accounting activities. The role requires strong communication, multi-tasking, and proficiency with Yardi and Excel.

You will assist in accounts payable/receivable, vendor onboarding, and data entry while maintaining confidentiality and professional relationships with tenants and vendors. This position is on-site in Bowling Green, KY.

Qualifications

• Experience with Accounts Receivable and Accounts Payable.
• Strong interpersonal skills, strong written and verbal communication skills, and the ability to handle multiple tasks.
• Proficient in Word, Excel, and data entry skills.
• Social Media skills including Facebook, Twitter and maintenance of websites and other social platforms are a plus.
• Demonstrated ability to multi-task, prioritize and meet deadlines.

Responsibilities

• Greets visitors, customers, tenants, and vendors; screening, handling, or directing them to the appropriate area or person as needed.
• Communicates issues or problems to the appropriate person for resolution.
• Answers and screens management office telephone calls; routes appropriately
• Composes and types of routine correspondence
• Organizes and maintains the file system and files correspondence and other records.
• Coordinates the manager's schedule and makes appointments.
• Arranges and coordinates travel schedules and reservations as needed.
• Routes incoming mail to the appropriate people
• Prepares outgoing mail and correspondence, including e-mails and faxes.
• Orders and maintains supplies and arranges for equipment maintenance.
• Maintains a current and up-to-date Tenant Contact List in Yardi
• Maintains a current and up-to-date insurance certificate for each Tenant, Licensee, Vendor and Contractor
• Assists in answering questions to facilitate the completion of required mall reports, including data and information gathering, formatting, or proofing.
• Assist corporate team with data entry to maintain integrity of Yardi database. As directed by the General Manager, prepare new vendor set up (or changes for existing vendors), and promptly collect vendors' completed W-9's
• Review invoices received through AvidXChange workflow for accuracy and ensure appropriate discounts are applied, as well as correct coding assigned to appropriate expense accounts.
• Update P-Card log and e-mail to the General Manager and P-Card Administrator (Corporate AP Specialist) for review and payment
• Assist corporate team with collecting outstanding balances for tenants at the property. Review cash receipts on the bank's on-line portal and apply to tenant ledgers in Yardi.
• Review Yardi tenant ledgers/AR reports to ensure that monthly recurring and annually adjusted charges are consistent with leases/licenses.
• Work with Corporate Lease Administrator to prepare, document and secure approval for billing adjustments as necessary including any adjustments for utilities, bankruptcies, or write-offs.
• Provide support and data to Corporate Accounting team to facilitate preparation of monthly accounting entries.
• Make direct contact with tenants via e-mail or phone regarding outstanding balances; prepare any notices required by the lease and provide documentation such as tenant history reports to resolve any questions; update the tenant aging report with comments regarding collections.
• Collect tenant sales reports and enter sales data into Yardi database.
• Assist the General Manager with monthly reviews of Rent Roll and other reports as needed and provide Corporate Lease Administrator with information necessary to address discrepancies.
• Make bank deposits promptly for all checks received in the mall office.
• Perform other duties as assigned.
• Maintain Client confidence and protect operations by keeping financial information confidential.
• Maintain positive relationships with clients and tenants.
• If the property sells gift cards or other goods/services, provide support to Corporate AP Specialist to manage and reconcile bank accounts.
• Assist Specialty Leasing with Lease Plan updates and Holiday locations.
• Provide data/information/support to the Corporate Accounting department when necessary for ad hoc reporting requirements.

Skills

Accounts Receivable

Accounts Payable

Interpersonal communication

Data entry

Multi-tasking

Organizational skills

English fluency

Education

Associate degree

Tools

Yardi

AvidXChange

Microsoft Word

Microsoft Excel

Job description

Essential Duties & Responsibilities

• Greets visitors, customers, tenants, and vendors; screening, handling, or directing them to the appropriate area or person as needed.
• Communicates issues or problems to the appropriate person for resolution.
• Answers and screens management office telephone calls; routes appropriately
• Composes and types of routine correspondence
• Organizes and maintains the file system and files correspondence and other records.
• Coordinates the manager's schedule and makes appointments.
• Arranges and coordinates travel schedules and reservations as needed.
• Routes incoming mail to the appropriate people
• Prepares outgoing mail and correspondence, including e-mails and faxes.
• Orders and maintains supplies and arranges for equipment maintenance.
• Maintains a current and up-to-date Tenant Contact List in Yardi
• Maintains a current and up-to-date insurance certificate for each Tenant, Licensee, Vendor and Contractor
• Assists in answering questions to facilitate the completion of required mall reports, including data and information gathering, formatting, or proofing.
• Assist corporate team with data entry to maintain integrity of Yardi database. As directed by the General Manager, prepare new vendor set up (or changes for existing vendors), and promptly collect vendors' completed W-9's
• Review invoices received through AvidXChange workflow for accuracy and ensure appropriate discounts are applied, as well as correct coding assigned to appropriate expense accounts.
• Update P-Card log and e-mail to the General Manager and P-Card Administrator (Corporate AP Specialist) for review and payment
• Assist corporate team with collecting outstanding balances for tenants at the property. Review cash receipts on the bank's on-line portal and apply to tenant ledgers in Yardi.
• Review Yardi tenant ledgers/AR reports to ensure that monthly recurring and annually adjusted charges are consistent with leases/licenses.
• Work with Corporate Lease Administrator to prepare, document and secure approval for billing adjustments as necessary including any adjustments for utilities, bankruptcies, or write-offs.
• Provide support and data to Corporate Accounting team to facilitate preparation of monthly accounting entries.
• Make direct contact with tenants via e-mail or phone regarding outstanding balances; prepare any notices required by the lease and provide documentation such as tenant history reports to resolve any questions; update the tenant aging report with comments regarding collections.
• Collect tenant sales reports and enter sales data into Yardi database.
• Assist the General Manager with monthly reviews of Rent Roll and other reports as needed and provide Corporate Lease Administrator with information necessary to address discrepancies.
• Make bank deposits promptly for all checks received in the mall office.
• Perform other duties as assigned.
• Maintain Client confidence and protect operations by keeping financial information confidential.
• Maintain positive relationships with clients and tenants.
• If the property sells gift cards or other goods/services, provide support to Corporate AP Specialist to manage and reconcile bank accounts.
• Assist Specialty Leasing with Lease Plan updates and Holiday locations.
• Provide data/information/support to the Corporate Accounting department when necessary for ad hoc reporting requirements.

Education & Experience Requirements

Associate degree or two (2) years related experience and/or training and three (3) to five (5) years administrative/office experience in a fast-paced environment, or equivalent combination of education, training, and experience.

Knowledge & Skills Requirements

• Experience with Accounts Receivable and Accounts Payable
• Strong interpersonal skills, strong written and verbal communication skills, and the ability to handle multiple tasks.
• Proficient in computer usage and the ability to easily develop proficiency in all software utilized or introduced for use by individuals in this position, intermediate to expert knowledge of Word, Excel, and data entry skills.
• Social Media skills including Facebook, Twitter and maintenance of websites and other social platforms are a plus.
• Demonstrated ability to multi-task, prioritize and meet deadlines.
• Strong organizational skills
• Ability to read and write English fluently, proficiency in other languages a plus.
• Ability to work within a team and with a variety of personality types.
• Ability to interact effectively with all levels of management.
• Well-developed interpersonal and communication skills
• Demonstrated self-initiative, exhibiting initiative, confidence, professionalism, and maturity.
• Good judgment and continual attention to detail
• Dependable and flexible
• Ability to occasionally work nights, weekends, or holidays if requested.