Office Coordinator- CityScape

Red Development; Phoenix (AZ); On-site; USD 25,000 - 39,000; Full time

Job summary

Red Development in Downtown Phoenix seeks an experienced administrative assistant to support the General Manager in the daily property operations of a Class A mixed-use center. You will maintain tenant relations, prepare updates, manage leases, and coordinate invoices with AVID workflow.

The role requires 3–5 years of admin experience, strong Excel/Outlook skills, and the ability to multitask in a fast-paced office environment. This is a full-time, on-site position in downtown Phoenix.

Qualifications

• Associates or equivalent from a two-year college is required.
• 3–5 years of administrative experience or equivalent is required.

Responsibilities

• Organizes and prioritizes work to ensure completion of tasks in a timely manner.
• Prepares monthly and quarterly property updates.
• Maintains communication with tenants to improve performance and vendor relations.
• Maintains office supply inventory.
• Assists in reviewing year-end tenant reconciliations.
• Processes check requests for approval by the General Manager.
• Reviews leases to reconcile tenant accounts.
• Collects certificates of insurance for vendors and tenants and prepares monthly report.
• Keeps emergency call program updated with current information.
• Assists in collecting billed rents on time.
• Reviews and processes property invoices through AVID.
• Covers front desk and greets patrons, answers questions, and routes calls.
• Distributes service agreements and ensures proper documentation is saved.

Skills

Administrative experience

Communication skills

Education

Associates degree or equivalent

Tools

Excel

Word

Adobe Acrobat

Outlook

AVID

MRI

Job description

Description

Supports the General Manager in the daily routine requirements of property operations for a Class A mixed-use center in Downtown Phoenix. Maintains a “world class” level of service to tenants, clients, and vendors.

Reports To: General Manager

DOL/FLSA Status: Full-Time/Non-Exempt

Summary

Supports the General Manager in the daily routine requirements of property operations for a Class A mixed-use center in Downtown Phoenix. Maintains a “world class” level of service to tenants, clients, and vendors.

Essential Duties and Responsibilities

• Organizes and prioritizes work to ensure completion of all tasks in a timely manner.
• Prepares monthly and quarterly property updates.
• Assists General Manager in maintaining communication with tenants to improve performance. Promotes effective business relationships to convey company operational policies.
• Maintains office supply inventory.
• Assists General Manager in reviewing and approving all year-end tenant reconciliations.
• Processes check requests for review and approval by General Manager.
• Reviews leases to help General Manager reconcile tenant accounts.
• Collects certificates of insurance for vendors and tenants according to lease requirements and prepares monthly report summary.
• Keeps emergency call program updated with current information.
• Assists the General Manager with collecting all billed rents in full and on time.
• Assists the General Manager in the review, approval, accruals and processing of all property invoices through AVID. (i.e. coding per budget, keeping on prescribed schedule for timely payment, setting up new vendors and assembling all required back-up.)
• Works with city municipalities for utility turn on/off along with pulling invoices as needed from websites.
• Covers the front desk for the management office which includes greeting patrons, assisting with questions, and answering the office phone.
• Assists General Manager with notifications to Tenants as needed.
• Assists General Manager and Operations Manager with distribution of service agreements and ensures documentation is saved properly and any additional requirements are met.

Requirements

Required

• Associates or equivalent from two-year college; 3-5 years administrative experience, or equivalent combination of education and experience.
• Intermediate computer skills including Excel, Word, Adobe Acrobat and Outlook.

Preferred

• Previous property management experience, AVID, MRI.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and a variety of other technology.

Disclaimer

This is not an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.