Administrative Services Manager
3 weeks ago
We are seeking a highly skilled Administrative Coordinator to join our team at Ascend. This is an exciting opportunity for someone who enjoys working in commercial real estate and providing exceptional customer service.
The successful candidate will be responsible for supporting the property management team with periodic reporting, resolving tenant issues, and executing special requests. They will also work closely with vendors and building management team members to ensure procedures are followed throughout the building.
This role requires strong administrative skills, excellent communication, and attention to detail. If you are a proactive and organized individual with a positive attitude, we encourage you to apply.
Key Responsibilities
- Provide direct administrative support to the Director of Operations, Chief Engineer, and tenants as needed
- Serve as the main point of contact for service requests from tenants
- Enter tenant service requests into the work order system
- Ensure that all Certificate of Insurance (COI) for tenants and contractors are accurate and compliant with standards
- Enforce 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
- Prepare manual adjustment forms for miscellaneous tenant service requests and ensure they are billed back/re-billed to tenants monthly
- Assist in management audits and prepare files and records in preparation for the audit
- Internal and external correspondence
- Create, maintain, review, purge, and forward files to appropriate storage locations 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 meetings and travel arrangements
- 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 forms
- Proactive attitude and willingness to volunteer for additional responsibilities and assist other team members' projects
- Interest in real estate
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