Administrative Coordinator

1 week ago

Burlingame, California, United States Chavez Management Group, Inc. Full time
Job Summary:

The Chavez Management Group, Inc. is seeking a highly organized and detail-oriented Administrative Assistant to support our real estate team in lease transactions and billing processes.

This role requires excellent communication skills, attention to detail, and the ability to handle multiple tasks simultaneously in a fast-paced environment.

Key Responsibilities:
  • Lease Transaction Support:
    • Assist in the preparation and processing of lease documents, including lease agreements, amendments, and renewals.
    • Coordinate and schedule meetings and appointments with clients, tenants, and other stakeholders.
    • Maintain and update lease files and records, ensuring accuracy and completeness.
    • Track lease transaction timelines and ensure all necessary documents and approvals are obtained in a timely manner.
    • Communicate with tenants and clients to provide updates and respond to inquiries related to lease transactions.
  • Billing and Financial Administration:
    • Prepare and process invoices related to lease transactions and property management services.
    • Assist in tracking and managing accounts receivable and payable.
    • Reconcile billing discrepancies and work with the finance team to ensure accurate billing.
    • Generate and distribute monthly billing statements to tenants and clients.
    • Assist in the preparation of financial reports related to lease transactions and billing.
  • General Administrative Support:
    • Answer phone calls, respond to emails, and handle other communications on behalf of the real estate team.
    • Maintain and update contact lists, databases, and other administrative records.
    • Assist in the preparation of presentations, reports, and other documents as needed.
    • Provide general office support, including ordering supplies, managing office equipment, and coordinating mail and courier services.
Qualifications:
  • High school diploma or equivalent; Associate's or Bachelor's degree preferred.
  • 2+ years of experience in an administrative support role, preferably in real estate or property management.
  • Strong organizational and time management skills with the ability to prioritize tasks effectively.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with Yardi is a plus.
  • Ability to work independently and as part of a team in a fast-paced environment.
  • Detail-oriented with a high level of accuracy in all work.

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