Office Coordinator

Jobtailor; Concord (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Jobtailor is seeking an organized administrative professional in Concord, CA to manage AR/AP, vendor relations, and tenant communications. You will use Yardi and AvidXChange to process invoices, collect balances, and maintain accurate records.

The role requires strong communication and multitasking abilities in a fast-paced setting. Responsibilities include assisting in monthly closings, coordinating schedules, and supporting corporate teams with data entry.

Qualifications

• Associate degree or two years related experience in a fast-paced office.
• Experience with Accounts Receivable and Accounts Payable.
• Proficient in Word, Excel, and data entry.
• Strong written and verbal communication; detail oriented.

Responsibilities

• greet visitors, customers, tenants, and vendors and route as needed.
• screen issues and route to the appropriate person for resolution.
• manage phone lines and routine correspondence.
• maintain file systems and records.
• coordinate manager's schedule and travel when required.
• process vendor setup and collect W-9s.
• review invoices in AvidXChange and ensure proper coding.
• update P-Card log and inform GM and AP staff for payment.
• collect outstanding balances and update tenant aging in Yardi.
• review tenant ledgers and charges for leases/licenses.
• assist Corporate team with data entry and monthly closings.

Skills

Accounts Receivable

Accounts Payable

Yardi Database

Microsoft Excel

Data Entry

Education

Associate degree

Tools

Yardi

AvidXChange

Microsoft Word

Microsoft Excel

Job description

• 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.
• Assists 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
• Reviews invoices received through AvidXChange workflow for accuracy and ensures appropriate discounts are applied, as well as correct coding assigned to appropriate expense accounts.
• Updates P-Card log and e-mails to the General Manager and P-Card Administrator (Corporate AP Specialist) for review and payment.
• Assists corporate team with collecting outstanding balances for tenants at the property.
• Reviews cash receipts on the bank’s online portal and applies to tenant ledgers in Yardi.
• Reviews Yardi tenant ledgers/AR reports to ensure that monthly recurring and annually adjusted charges are consistent with leases/licenses.
• Works with Corporate Lease Administrator to prepare, document and secure approval for billing adjustments as necessary including any adjustments for utilities, bankruptcies, or write-offs.
• Provides support and data to Corporate Accounting team to facilitate preparation of monthly accounting entries.
• Makes direct contact with tenants via e-mail or phone regarding outstanding balances; prepares any notices required by the lease and provides documentation such as tenant history reports to resolve any questions; updates the tenant aging report with comments regarding collections.
• Collects tenant sales reports and enters sales data into Yardi database.
• Assists the General Manager with monthly reviews of Rent Roll and other reports as needed and provides Corporate Lease Administrator with information necessary to address discrepancies.
• Makes bank deposits promptly for all checks received in the mall office.
• Performs other duties as assigned.
• Maintains Client confidence and protects operations by keeping financial information confidential.
• Maintains positive relationships with clients and tenants.

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.
• 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

Core Competencies

Demonstrates strong organizational and communication skills while managing administrative tasks, including Accounts Receivable and Accounts Payable, and maintaining accurate records in Yardi. Proficient in Microsoft Word and Excel, with the ability to handle multiple tasks and interact effectively with diverse teams and management levels.

Highest-signal resume keywords

• Accounts Receivable Experience
• Accounts Payable Experience
• Yardi Database Management
• Microsoft Excel Proficiency
• Strong Interpersonal Skills

ATS Optimization Keywords

Hard Skills

• Data Entry Skills
• File Management
• Routine Correspondence Composition
• Invoice Review and Coding
• Travel Coordination

Soft Skills

• Strong Written Communication
• Strong Verbal Communication
• Organizational Skills
• Attention to Detail
• Dependability

Industry Keywords

• Tenant Contact List
• Lease Administration
• Financial Confidentiality
• Client Relationship Management

Tools & Technologies

• Yardi
• AvidXChange
• Microsoft Word
• Social Media Platforms