Real Estate Services Coordinator

Prestigious commercial real estate firm is seeking a Real Estate Services Coordinator to oversee the day-to-day operation of the Property Management Office of a new downtown office high-rise. They are responsible for managing calendars, setting appointments, planning events, producing documents, and completing projects.

RESPONSIBILITIES:

Administrative:

• 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.
• Coordinates with security to provide building access for contractors.
• 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.
• Primary liaison with Corporate HR & AP– payroll issues, timesheets, etc.
• Assists with parking and leasing issues when tenants have questions.
• Manage & schedule all Special Events & Filming projects in the building.
• Update & Maintain building website.

Tenant Relations:

• Develop and maintain positive tenant relations by providing consistently responsive quality service.
• Schedules and coordinates all new tenant orientations.
• Schedules all Tenant Events & Tenant giveaways.

Accounting and Reporting:

• Write up direct bill invoices for statements, including print invoices, match up work orders, prepare invoices.
• Statement assemblies, including make copies of rebills, late letters, match up statements, with backup by building, and scan to accounting for emailing out to tenants.
• Prepare accruals for managed service provider accounts and reconcile tenant bill back accounts at the end of each month.
• Budget manager in charge of entering numbers and making updates and preparing reports through entire budget process.

Requirements:

1-3 years of applicable experience

Bachelor's degree is a plus.