Administrative Coordinator

Description We are searching for a diligent Administrative Coordinator in San Jose, California, United States. As part of a dynamic real estate industry, the position offers the opportunity to support a management team responsible for overseeing multiple properties in California. This role provides an engaging contract to hire employment opportunity and is an integral part of our team's operations. Responsibilities: - Act as the first point of contact for queries from tenants, vendors, and customers. - Order and manage office supplies as necessary. - Support the Property Manager, Chief Engineer, and Security Director with administrative tasks, including creation of work orders, scheduling contract work, drafting contracts, and tracking vendor insurance. - Coordinate and maintain the property management contract database. - Assist with the non-commercial activity application program. - Manage Open/Close notices and issue Notice of Non-Responsibility as needed. - Review security reports and forward to appropriate personnel as instructed. - Work with the Accounting and Operations teams as the main contact for accounts payable bill upload and coding, account research, and setting up vendors. - Assist the Property Manager and Assistant Manager in preparing annual budgets and other financial reports. - Maintain tenant and vendor contact list, as well as the MallCast database. - Generate tenant notifications via memo for food court maintenance, property events, operational reminders, and general property repairs. Skills: - Management System - Microsoft Excel - Microsoft Office Suites - Microsoft Outlook - Microsoft Word - About Time - Correspondence - C-Suite - Customer Service - Data Entry Requirements - Proficiency in Microsoft Office Suites, including Microsoft Word, Microsoft Excel, and Microsoft Outlook - Familiarity with About Time management system - Ability to handle C-Suite correspondence and communications - Strong customer service skills and ability to interact professionally with all levels of staff and customers - Excellent data entry skills with high attention to detail - Previous experience in an administrative or coordinator role would be advantageous - Ability to manage multiple tasks and projects simultaneously in a fast-paced environment - Excellent written and verbal communication skills - Ability to work both independently and as part of a team - Strong organizational and time management skills. Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles. Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more. All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information. © 2024 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use (https://www.roberthalf.com/us/en/terms) .