Property Coordinator - Los Angeles, United States - Topa Equities

Description

Job Description

Job Description


SEEKING A PROPERTY COORDINATOR TO JOIN OUR TEAM

The Property Coordinator is responsible for providing administrative support to the Property Management team and is a liaison to tenants and visitors for our Class A commercial property.

ESSENTIAL FUNCTIONS

Answer telephone professionally and promptly and refer callers appropriately (e.g., answer within 3 rings; ensure appropriate coverage when away from desk, etc.).

Process and maintains correspondence, invoices, copies, faxes, filing, scheduling, answering phones, reports, special events, building evacuation drills and meetings.
Appropriately respond to tenants and refer difficult or emotional tenant situations to the General Manager.
Research and respond to requests for information, services, or assistance by telephone or by e-mail promptly and thoroughly.
Proactively share information with appropriate parties. Communicate issues clearly, concisely and in a timely manner.
Correctly and promptly follow specified company procedures required for the appropriate handling of all Emergency Responses and Safety practices.

Prepare and/or process tenant service requests, prioritize and refer them within the appropriate timeframe based upon the urgency of the orders, and input into the work order system accurately within the same day of the request.

Process Clearance Requests for vendors submitted by tenants; this includes confirming that a compliant certificate of insurance is on file or requesting the required insurance, obtaining approval of the request from the Manager, and entering the request into the Clearance Calendar for notification to Security.

Maintain Tenant Forms:
Update all files and distribute necessary copies accordingly.

Building signs:
create and update all door signages and directories on property.

Works closely with Engineering department to ensure work orders are being processed and completed in a timely and efficient manner.

Works with Chief Engineers with building safety concerns, including annual tenant evacuation drill.
Assist with coordination of events and holiday décor.

Create proposals at tenant's request for over-standard services; this may include obtaining pricing from a vendor and coordination of services depending on scope (i.e., carpet cleaning).

Create purchase orders and follows up with vendors for signature.
Prepare and process documentation required for RFA, Contract Checklist and contracts for Manager review and approval.
Route and follow up on document executions with

vendors/contractors/tenants/

landlord.
Participate in Staff/Vendor meeting, taking key recollection notes.

Insurance Tracking:

review and tracking of vendor/tenant certificates of insurance and follow up with vendors/tenants for any issues with meeting the requirements.

Warranty Tracking:
record warranty information, using accessible file.
Assist team with Vacant Reports/Suites, making sure they're accessible.
Track progress payments submittal on projects.
Create billbacks and above standard tenant services batched for Manager approval.
Enter invoices into Yardi for processing.
Ensure that executed leases are saved (in Yardi, share-drive and file cabinet).
Set up Tenant folders for Manager (Lease, Correspondence, Construction, Negotiations).

Open (as appropriate), date stamp, and distribute all incoming mail from all sources (USPS, FedEx, UPS and messenger correspondence) upon receipt in the office.

Accept checks that are hand delivered or mail delivered, and log checks on date received, for Property Accountant.
Distribute memos to tenants via email, as drafted and approved by the Manager.

Keep current central office files and work files in individual workspace to enable other staff to obtain information as needed.

Promptly coordinate the maintenance and repair of all office equipment.

Order and maintain inventory of office supplies to ensure adequate supplies are obtained in a cost-effective manner meeting budget demands.

Schedule staff luncheons and order monthly team snacks.
Perform other related administrative clerical duties as required or assigned.
SKILLS & ABILITIES

Experience and Education:
Bachelor's degree in business administration, finance, accounting, or a relevant field preferred. 1+ years of relevant property management experience.
Knowledge of MS Office applications (Word, Excel and PowerPoint). Knowledge of Yardi preferred.
Keen attention to detail.
Strong communication skills both oral and written
Strong customer service skills
Collaborative working style and team player attitude. Ability to work independently with little supervision.
Outstanding organizational skills and ability to prioritize tasks.
Demonstrated desire to explore, discover and create.


ABOUT ANDERSON REAL ESTATE

Founded in 1973, Anderson Real Estate provides a superior class of asset management, property management, leasing and accounting to our company owned portfolio.

Our diverse portfolio includes commercial office and retail properties in excess of 3 million square feet throughout the coastal communities of Los Angeles, Ventura County and Hawaii.

With a team of experienced real estate professionals, Anderson Real Estate continues to establish itself as a best in class real estate company.

WHAT WE OFFER
Medical, Dental & Vision Insurance
401K Plan + Match
Paid Time Off
Short & Long Term Disability
Growth Opportunities
Paid Training
Health & Wellness
We are an equal opportunity employer and prohibit

discrimination/harassment

without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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