Office Support Specialist

1 week ago


Santa Ana, California, United States Innovative Career Resources & Staffing Full time
Job Overview

We are collaborating with a distinguished and professional Commercial Property Management organization to identify an Office Support Specialist for a direct hire opportunity. The successful candidate will demonstrate outstanding attention to detail, refined communication abilities, and the capacity to operate autonomously with a proactive mindset. In this position, you will report directly to the Director of Risk Management and provide comprehensive support to the entire team, contributing wherever your skills can make a significant impact.

Key Responsibilities:

  • Managing Tenant Files and Contact Information: (1) Establishing new files – both digital and physical, (2) Scanning and organizing documents, (3) Filing tenant correspondence, (4) Updating project rosters as necessary.
  • Collecting, reviewing, tracking, scanning, and filing tenant insurance certificates and endorsements, including lease evaluations and correspondence with tenants and insurance brokers.
  • Updating the List of Additional Insured Entities for Tenant and Vendor Insurance.
  • Tracking, collecting, and inputting data into an Excel template, while maintaining Tenant Gross Sales reports for each project.
  • Calculating and preparing percentage rent assessments, along with billing letters and adjustments.
  • Gathering, reviewing, tracking, scanning, and filing Vendor Insurance Certificates and Service Agreements.
  • Distributing departmental mail on a daily basis.
  • Preparing postal stamps and managing all departmental correspondence.
  • Code stamping invoices for appropriate distribution to PM staff.
  • Stamping and coding utility invoices for approval.
  • Assisting in the Budget and CAM reconciliation process, including entering new budget estimates into the accounting system.
  • Preparing, mailing, and tracking special event license agreements for execution.
  • Managing Vendor Service Agreements from preparation to execution.
  • Drafting correspondence, documents, memos, emails, and faxes as directed.
  • Updating Exclusive/Restriction Listings in the shared computer drive.
  • Creating, filing, and maintaining insurance claims and legal files.
  • Organizing and documenting files for archiving, as well as maintaining and retrieving Property Management archive files.
  • Overseeing the preparation and notarization of the Notice of Non-Responsibility form for recording.
  • Ordering credit reports as required.
  • Processing mass mailings for the Property Management Department.
  • Providing backup support for phone inquiries as needed.
  • Welcoming guests and assisting with special projects as necessary.

Qualifications:

  • Proficient in Microsoft Word, Excel, and Outlook.
  • Exceptional written and verbal communication skills.
  • Experience in handling phone inquiries.
  • Meticulous attention to detail.
  • Demonstrated ability to manage both paper and digital documents.
  • Strong data entry skills.
  • Ability to work independently while also being a collaborative team player.
  • Experience in property management or commercial real estate is advantageous.
  • Familiarity with Yardi software is a plus.


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