Admin Coordinator

2 weeks ago

Long Beach, CA, United States Beach Front Property Management Full time

Job Type

Full-time

Description

Our team members share our core values with a passion for property management and enjoys the fast pace, grow, or die work environment This self- motivated individual will make the team excel and have a strong desire to learn. This individual will also communicate with radical transparency while ensuring the customer comes first, always.

Position: Commercial Property Admin

Reports to: Director of Retail/Commercial

Position Type: Non-Exempt

Salary: $20.00 to $25.00 hourly

Location: 1212 Long Beach Blvd. Long Beach, CA 90813

Job Responsibilities will include but are not limited to the following:

  • Deposit checks, post wires & lock box deposits
  • Lease audits and abstracts (summaries)
  • Contact vendors that submit invoices, push Vendor Café, refer to support staff if necessary, keep excel sheet to track communication, continue to follow up if necessary
  • Special Requests, Same Day Check Requests, Reimbursements if and as needed
  • Coordinate and follow up with Tenant Issues
  • Assisting with Rent collection functions
  • Follow up on phone calls and screen for Steve so he can focus on income opportunities for BFPM
  • Address all other mail items for the commercial property division.
  • Monday/Wednesday/Friday: Work on DA's update master sheet
  • Check Payscan Dashboard, approve all on Property Manager Workflow, assist with adding supporting documents on Steve's workflow
  • Monthly financial review/Budget Comparisons for each property - can catch mistakes/issues prior to statements going to owners.
  • Populating lease narratives/abstracts into Commercial program for more streamlined productivity/ setting up system alerts
  • Tracking lease expirations, options to extend, renewals, etc. - coordinate with Steve.
  • Activating lease renewals, lease options, amendments, etc. in Yardi.
  • CAM reconciliation review, finalization & submission to tenants.
  • Owner relations and commitments (i.e., weekly meetings, monthly financial analysis/forecast cash balance, etc.).
  • Tracking and requesting progress payments of all ongoing jobs/ capital improvements.
  • Maintaining accurate & up to date lease records/ doing lease audits.
  • Assist with Commercial Café/ handling tenant payment issues.
  • Deposit Accounting (move-in/ move-out accounting)/ reports.
  • Coordinate "Clean & Shows" and other property services (internet, electric, trash, water, janitorial).
  • Sending Monthly Tenant Statements, Yearly CAM adjustments & reconciliations and Tenant Memos (when necessary)
  • Assisting with Vendor Shield Enrollment/Compliance.
  • Communicating with vendors as needed.
  • Assist with onboarding and closing out commercial properties.
  • Work directly with accounting on owner issues etc.
  • Loan covenant reporting on PNC lender's template.
  • Maximizing DSCR to avoid triggering lender lock box on properties with those types of loans.
  • Update Personal and Master DA list daily
  • American Express Report
  • Draft Memos (as requested)
  • Fire exit/ Fire safety compliance/ Tracking
  • Payscan/ Payables
  • Check RPS box
  • Attend admin meeting
  • Host SOTC registration with admin team
  • Other special projects related to commercial properties
Requirements
  • Must have at least 1-3 years of commercial property management experience
  • Ability to read, interpret, and fully understand commercial leases. In addition to abstracting leases, and critical lease provisions.
  • Basic Accounting knowledge
  • Ability to respond effectively to the most sensitive inquiries or complaints in a timely and professional manner.
  • Proficient in Microsoft Office, especially Excel, PowerPoint, and Word.
  • Experience with Yardi or similar software.

Beach Front Property Management, Inc. is an equal opportunity employer and provides reasonable accommodations to applicants with disabilities. Beach Front Property Management, Inc. complies with applicable Federal and California civil rights laws and does not discriminate on the basis of race, color, national origin, ancestry, citizenship, age, physical or mental disability, sex, gender, gender identity or expression, change of sex or transgender status, pregnancy, childbirth, breastfeeding, medical condition, reproductive health decision making, religion, creed, marital status, sexual orientation, current or former military and veteran status, genetic information, or any other basis protected by federal, state or local law.

Salary Description

$20.00 to $25.00 hourly

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