Tenant Coordinator

5 days ago

Los Angeles, California, United States Ascend Full time
Job Description

**Job Summary**

The Tenant Coordinator will play a crucial role in supporting the property management team at Ascend Talent Solutions. This position requires excellent customer service skills, attention to detail, and the ability to prioritize tasks effectively.

Key Responsibilities:

  • Administrative Support: Provide direct administrative support to the Director, Operations (Account Manager), Chief Engineer (CE), and tenants as needed.
  • Service Request Management: Serve as the main point of contact (POC) for service requests from tenants, ensuring timely and efficient resolution.
  • Record Keeping: Ensure that 100% of the Certificate of Insurance (COI) for tenants and contractors are accurate and in compliance with standards.
  • Cleanliness and Organization: Maintain the overall cleanliness of the reception, lobby, and applicable work area.
  • Management Audits: Assist in management audits and prepare all files and records in preparation for the audit.
  • Communication: Prepare and send all in and outgoing mail and packages, as well as internal and external correspondence.
  • File Management: Create, maintain, review, purge, and forward files to appropriate storage locations in accordance with company record retention policy.
  • Vendor and Customer Management: Update and file all documents for vendors and customers, ensuring that contract and lease administration files are accurate and up-to-date.
  • Contact Database Management: Maintain and update employee, clients, and customer contact databases.
  • Meeting and Travel Arrangements: Organize departmental meetings and travel arrangements.
  • Compliance and Risk Management: Enforce compliance with insurance requirements among tenants, contractors, vendors, and suppliers, documenting incidents of potential liability to property and equipment.
  • Tenant Welcome and Orientation: Manage the new tenant welcome and orientation program.
  • Property Manuals: Revise and distribute updated property manuals (as needed) within the portfolio, with the assistance of the property team members.
  • Ad Hoc Requests: Complete ad hoc administrative requests as needed.
  • Accounts Receivable: Process all aspects of accounts receivable.
  • Vendor Management: Obtain completed W-9 forms from all vendors.
  • Cost Reduction: Initiate cost reduction programs relative to office supplies, equipment, and furnishings.
  • Equipment Maintenance: Coordinate timely repair and maintenance of office equipment.
  • Budget Management: Track budget line items relating to administrative account purchases and resolve negative variances relative to budget.
  • Manual Adjustments: Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are processed correctly on a monthly basis.
  • Utility Management: Ensure engineers take monthly readings from electric meters for tenants with supplemental units.
  • Invoice Preparation: Enter data on tracking spreadsheets, calculate what is owed, bill tenants, and add charges to monthly manual adjustments.

Requirements:

  • Experience: 2+ years of previous Coordinator experience, with commercial real estate experience a plus.
  • Skills: Highly proficient in Microsoft Word, Excel, and Outlook, with excellent attention to detail, strong customer service skills, and the ability to prioritize tasks effectively.
  • Education: Bachelor's degree and similar work experience.
  • Benefits: PTO, PST, Medical, Dental, and Vision.
  • Compensation: $50,000 - $55,000 yearly.

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