Company: Cushman & Wakefield | Commercial Advisors

Position: Property Coordinator

Reports To: Property Manager

Hours: 40/week

Position Summary:

Performs the administrative functions of the Property Management Team assuring a high level of professionalism in property issues, including timely response to and resolution of any tenant requests or concerns.

Responsibilities:

• Ensures that all administrative operations for Manager and Sr. Executives are handled appropriately.

• Handles sensitive issues as requested by the executive, demonstrating sound judgment and discretion

• Performs complex ad hoc projects as requested by the manager and executive (s) providing backup support to administrative/brokerage/marketing teams as needed

• Coordinates and manages the transferring of utilities

• Filing and creating vendor and tenant files

• Tracking COIs and COI expiration dates and verifying that tenant is compliant compared to lease

• Abstracting or performing data validation for abstracts

• Creating vendor files including running OFAC verifications and insuring file is complete for audit purposes

• Drafting letters and other vendor correspondence

• Service Contract Preparation

• Reviewing and reaching out to tenants regarding aging balances

• Obtaining and tracking HVAC Service Agreements

• Tracking Fire system inspections – 5 Year, etc.

• Prepare and send new budget estimate letters to all tenants

• Assist in Reconciliation Process

• Answer, screen and transfer inbound phone calls

• Receive and direct visitors and clients

• General clerical duties include photocopying, fax, email and mailing

• Handle request for information and data

• Resolve administrative problems and inquires

• Prepare written response to routine enquires

• Prepare and modify documents including correspondence, reports, drafts, memos and emails

• Keep information up to date in Yardi and Nexus

• Bachelor’s Degree and/or 2+ years in executive support experience

• Basic accounting and/or data entry skills

• Advanced time management skills

• Skill in using initiative, problem solving and decision-making

• Ability to draft professional correspondence independently

• Ability to manage complex projects and meet critical deadlines

• Proficient in Microsoft Office Suite required

• Experience using Yardi software preferred

• Adobe Creative Suite proficiency is a plus

Work Environment:

This job operates full-time in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 85% of the time; and extend hands and arms in any direction. While performing the duties of this job, the employee is regularly required to travel from floor to floor and may be required to travel outside between buildings in varying outdoor weather conditions.