Administrative Coordinator

Description

Under the supervision of the Commercial Director, this position will be responsible for assisting the property managers with AP/AR Process, tenant communications as well as performing coordination and work order support on behalf of Oldham Goodwin Group. Primary responsibilities include various aspects to support facilities with planning, scheduling, and execution of work orders. Strict adherence to Standard Operations Procedures and Quality Standards are mandatory.

ESSENTIAL JOB RESPONSIBILITIES:

• General Admin functions to include but not limited to phone management, filing, data entry and mailings.
• Draft correspondence on various matters pertaining to property management.
• Track tenant and vendor insurance certificates.
• Participate in Month End Close Process
• Manage and Maintain Accounts Payable Process including coding payables to appropriate property and g/l code
• Maintain vendor contacts and information
• Respond to tenant inquiries and service calls
• Accounts Receivable processes that include Mailing Rent Statements, Tenant Check Deposits, Manual Billings, Recurring Billings, Tenant follow-up on outstanding balances
• Regularly associate with Tenants to ensure their satisfaction with building operations, leasing and management issues. Working relationship and knowledge of Tenants.
• Ability to learn to work in property management/accounting software systems with training.
• Filter works requests and create work orders based upon requestor information. If information us not clear, Administrative Coordinator is responsible for extracting necessary detail.
• Inventory Management.
• Responsible for communicating with outside vendors and internal stakeholders, including but not limited to property managers, depart heads and senior executives.
• Processing and payment of invoices to outside vendors
• Manage work order invoices, submit purchasing requests for quotes (RFQ)
• Oversees timesheets and serves as main point of contact for all Facilities & Maintenance field personnel.
• Build relationships with tenants, as well as internal and external stakeholders (owners, property manager, etc.)
• Exhibit continuous personal pursuit of job knowledge and proficiency with different systems.
• Other job duties and special projects as assigned.

KNOWLEDGE, EXPERIENCE AND SKILLS:

• Strong written, verbal, and interpersonal communication skills.
• Ability to learn quickly and work effectively with little supervision needed.
• Responsible to self-manage goals and objectives
• Experience using Yardi and/or other Property Management software preferred.
• Proficient in Microsoft Office products (Excel, Word, Outlook, PowerPoint).

Education, Certifications, and Licenses

• College degree a plus but not required
• 1-3 Years of accounting or bookkeeping experience, emphasis in Property Management a plus