Real Estate Administrative Coordinator

4 weeks ago


Platteville, Wisconsin, United States Ascend Full time
Job Overview

The Property Management Support Specialist at Ascend Talent Solutions plays a crucial role in assisting the property management team with essential reporting tasks. This position requires outstanding customer service skills, as the specialist will engage with tenants to address concerns and fulfill specific requests.

Key Responsibilities
  • Provide comprehensive administrative assistance to the Director of Operations and Chief Engineer, along with tenant support as necessary.
  • Act as the primary contact for tenant service inquiries.
  • Input tenant service requests into the management system.
  • Ensure all Certificates of Insurance (COI) for tenants and contractors are accurate and meet compliance standards.
  • Monitor compliance with insurance requirements for tenants, contractors, and vendors, documenting any potential liability incidents.
  • Code and allocate invoices according to cost centers and services rendered.
  • Prepare billing adjustments for special tenant requests.
  • Facilitate monthly readings from electric meters for tenants with supplemental units.
  • Assist in preparing for management audits by organizing relevant files and records.
  • Handle internal and external correspondence efficiently.
  • Maintain and organize property management files in accordance with retention policies.
  • Update vendor and tenant documentation to ensure accuracy in contract and lease administration.
  • Manage tenant contact databases effectively.
  • Coordinate departmental meetings and travel logistics.
  • Oversee the onboarding and orientation process for new tenants.
  • Revise and distribute updated property manuals as needed, including the Tenant Handbook and Emergency Response Manuals.
  • Manage all aspects of accounts receivable.
  • Collect completed W-9 forms from vendors.
  • Negotiate office equipment leases and maintenance agreements while adhering to budget constraints.
  • Track budget line items related to administrative purchases and address any discrepancies.
Qualifications
  • A minimum of 2 years of experience in a coordinator role, preferably within commercial real estate.
  • Proficient in Microsoft Office Suite, particularly Word, Excel, and Outlook.
  • Exhibit professionalism, reliability, and a positive attitude.
  • Demonstrate strong attention to detail and excellent customer service skills.
  • Possess effective written and verbal communication abilities.
  • Show a proactive approach and willingness to assist team members with additional projects.
  • Have a genuine interest in the real estate sector.
Education
  • Bachelor's degree or equivalent experience in a related field.
Benefits
  • Paid Time Off (PTO), Paid Sick Time (PST), Medical, Dental, and Vision coverage.


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