Office Coordinator - Manassas, United States - Spinoso Real Estate Group

Description

Job Title:
Office Coordinator


Department:
Property Management


Reports To:
General Manager


Classification:
Non-Exempt

Summary

The Office Coordinator provides support to the mall management team as well as the corporate office; including management, operations, marketing, specialty leasing and the leasing manager.

Essential


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 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
• Orders and maintains supplies, and arranges for equipment maintenance
• Maintains a current and uptodate Tenant Contact List in Yardi
• Maintains a current and uptodate 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 W9'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
• Assist corporate team with collecting outstanding balances for tenants at the property
• Review Yardi tenant ledgers/AR reports to ensure that monthly recurring and annually adjusted charges are consistent with leases/licenses.
• The information contained in this form applies to employees of Spinoso Real Estate Group DLS, LLC, Spinoso Management Group, LLC, and any affiliates, subsidiaries, and/or successors of Spinoso Real Estate Group DLS, LLC and/or Spinoso Management Group, LLC. Updated 2/1
• Work with Corporate Lease Administrator to prepare, document and secure approval for billing adjustments as necessary including any adjustments for utilities, bankruptcies or writeoffs
• Provide support and data to Corporate Accounting team to facilitate preparation of monthly accounting entries
• 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 adhoc reporting requirements

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skills, and/or abilities required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Associate's degree or two years related experience and/or training; or equivalent combination of education and experience
• Three to five (35) years administrative/office experience in a fastpaced environment

Knowledge/Skills

• 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 in Facebook, Twitter, maintenance of websites and other social platforms a plus

The information contained in this form applies to employees of Spinoso Real Estate Group DLS, LLC, Spinoso Management Group, LLC, and any affiliates, subsidiaries, and/or successors of Spinoso Real Estate Group DLS, LLC and/or Spinoso Management Group, LLC.

Updated 2/1- 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 perso