Administrative Coordinator

7 days ago


San Jose, California, United States Ascend Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team at Ascend. The successful candidate will provide administrative support to our property management team, ensuring the smooth operation of our commercial properties.

Key Responsibilities
  • Provide administrative support to the property management team, including data entry, record-keeping, and correspondence.
  • Manage tenant service requests, including entry of work orders and tracking of completion.
  • Ensure compliance with insurance requirements among tenants, contractors, vendors, and suppliers.
  • Code and split invoices based on cost centers and services performed.
  • Prepare bill backs/re-bills for special tenant requests.
  • Assist in management audits and prepare all files and records in preparation for the audit.
  • Internal and external correspondence.
  • Create, maintain, review, purge, and forward files to appropriate storage location in accordance with company record retention policy.
  • Update and file all documents for vendors and tenants and ensure that contract and lease administration files are accurate and up to date.
  • Maintain and update tenant contact databases.
  • Organize departmental meeting and travel arrangements.
Requirements
  • 2+ years of previous Coordinator experience with commercial real estate experience a real plus.
  • Highly proficient in Microsoft Word, Excel, and Outlook.
  • Professional, reliable, flexible, and have a positive, can-do attitude.
  • Excellent attention to detail with strong customer service skills and ability to prioritize.
  • Ability to communicate well in both written and verbal communication forms.
  • Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members' projects.
  • Interest in real estate.
Education
  • Bachelor's degree and similar work experience preferred.
Benefits
  • PTO, PST, Medical, Dental, and Vision.
Compensation
  • $60k - $65k yearly.


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