Job Description

Prestigious commercial real estate investment firm is seeking an Administrative Coordinator to be responsible for managing calendars, setting appointments, planning events, producing documents, and completing projects. The firm specializes in the development and ownership of trophy Class A office assets and office high-rises.

Responsibilities:

Administrative Duties:

• Responsible for all aspects of the day-to-day operation of the Property Management office including phone coverage and workload distribution for other administrative personnel.
• Assists with vendor service contract bids, contract preparation and administration as needed.
• Maintains equipment inventory tracking and reporting.
• Maintain property management calendar.
• Maintain tenant and administrative filing system and ensures all documents are properly and promptly filed.
• Assists managers in compiling annual budget information and notebooks for distribution to others.
• Performs initial coding of all A/P invoices for on-line system.
• Write up direct bill invoices for statements (print invoices, match up work orders, prepare invoices).
• Prepare accruals for managed Service Provider accounts, & reconcile tenant bill back accounts at the end of each month.
• Assists in preparing all RFI’s and RFP’s.
• Primary liaison with Corporate HR & AP– payroll issues, timesheets, etc.
• Ordering Kitchen, Office and Engineering supplies as needed.
• Creates all mail merge letters, escalation letters, elevator entrapment letters, etc.
• Schedules & Coordinates Tenant Evacuation Warden Training & Evacuation Drill.
• Manage & schedule all Special Events & Filming projects in the building.

Tenant Relations

• Develops and maintains positive tenant relations by creating and sustaining good will and by providing consistently responsive quality service.
• Schedules and coordinates all new tenant orientations.
• Coordinates tenant participation in the recycling program.
• Schedules all Tenant Events & Tenant giveaways.

Requirements

• A minimum of 2 years administrative/office manager experience is required.
• Commercial Real Estate experience is a plus.
• Bachelors degree in Business Administration preferred.
• Proficient use of Microsoft Office computer application programs is required.

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