Property Management Admin: Tenant & Office Coordinator

Douglas Emmett; Hawaii; On-site; USD 40,000 - 50,000; Full time

Job summary

Douglas Emmett in Hawaii seeks an Administrative Assistant to provide comprehensive support to the Property Manager by handling Office of the Building operations and coordinating between tenants and vendors.

You will greet visitors, answer phones, dispatch engineering, prepare reports, invoices, memos, and monthly leasing and delinquency reports, while maintaining professional communication and a high standard of service.

Qualifications

• Must have intermediate knowledge of Word and Excel.
• Strong written and verbal communication skills.
• Projects a professional image by meeting dress code standards.
• Ability to communicate clearly with tenants, employees and vendors.
• Ability to exercise good judgment and professional demeanor when interacting with building management, tenants and vendors.

Responsibilities

• Greet visitors to the office.
• Answer telephones.
• Dispatch engineering to handle tenant service requests.
• Follow up on tenant requests to confirm timely completion of work.
• Open, date stamp and distribute mail and deliveries.
• Order office supplies and kitchen supplies.
• Prepare tenant payments for deposit and forward to Corporate office.
• Contact tenants who are late paying rent.
• Prepare invoices for payment.
• Prepare tenant memos.
• Prepare employee timesheets and forward to Corporate office.
• Prepare monthly reports including leasing report, stacking plan, deal list, tenant contact list, emergency contact list and delinquency report for Property Manager review and approval.
• Coordinate tenant welcome gifts and tenant events with Property Manager and vendors.
• Interface with various Douglas Emmett departments as well as property management.
• Research and make recommendations to Property Manager for more cost-effective methods of performing administrative duties.
• Special projects as directed by Property Manager.

Skills

Word

Excel

Written and verbal communication

Professional image

Multitasking under pressure

Tools

Microsoft Word

Microsoft Excel

Job description

Douglas Emmett in Hawaii seeks an Administrative Assistant to provide comprehensive support to the Property Manager by handling Office of the Building operations and coordinating between tenants and vendors.

You will greet visitors, answer phones, dispatch engineering, prepare reports, invoices, memos, and monthly leasing and delinquency reports, while maintaining professional communication and a high standard of service.