Administrative Support Specialist

7 days ago


San Mateo, California, United States Ascend Full time
Job Title: Administrative CoordinatorJob Summary

The Administrative Coordinator will provide critical support to the property management team, focusing on periodic reporting, customer service, and vendor management. This role requires excellent communication skills, attention to detail, and the ability to prioritize tasks effectively.

Key Responsibilities
  • Provide administrative support to the Director, Operations, Chief Engineer, and tenants as needed.
  • Serve as the primary point of contact for service requests from tenants.
  • Enter tenant service requests into the work order system.
  • 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 and re-bills for special tenant requests.
  • Assist in management audits and prepare files and records for the audit.
  • Internal and external correspondence.
  • Create, maintain, review, and purge files in accordance with company record retention policy.
  • Update and file documents for vendors and tenants, ensuring contract and lease administration files are accurate and up-to-date.
  • Maintain and update tenant contact databases.
  • Organize departmental meetings and travel arrangements.
Requirements
  • 2+ years of previous Coordinator experience, with commercial real estate experience a 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 willingness to take on additional responsibilities and assist with other team members' projects.
Benefits
  • Medical, Dental, and Vision
Compensation
  • $26 - $29/Hrly


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