Real Estate Development firm is seeking an Office & Events Administrator for a large, luxury commercial community. Ideal candidate has strong administrative, client service and event planning skills as well as a desire to grow their career in commercial property management.
Responsibilities:
Assist Property Management staff to ensure that members of the building management team are responsive to tenants and ownership and work to establish and maintain close relationships with all.
Assist with the management/administrative demands of the building management office, including but not limited to, lease administration, reporting, filing, building access cards, organizing and maintaining the office and kitchen supply inventory.
Maintain and update tenant emergency contacts and email tenant notifications including disaster recovery platform annually.
For new tenants, circulate the welcome email, order the tenant gift and manage signage needs for lobby directory and office entry door suite numbers.
Assist Property Management in circulating the year-end CAM and RETX reconciliations to the Tenants in a timely and accurate manner
Create and track all tenant bill backs for all properties.
Organize property operation meetings, tenant meetings, tenant emergency response training and document all meetings minutes.
Provide prompt response to Tenant questions, including maintenance complaints, etc. and keep Property Management informed of service issues.
Support Property Management in the logistics and execution of Tenant events and holiday gifts
Review Tenant aging reports, coordinate with Property Management on collection status and alert Senior Property Manager of any possible default situations.
Code and submit vendor invoices to Accounts Payable system.
Manage Certificate of Insurance (COI) database for Tenants, Vendors, and others performing work on site and ensure that COIs are current and limits meet building requirements.
Manage vendor contract database and ensure that service contracts are current. Collect new vendor information including COIs, W-9's and budget pricing.
Monitor and maintain building work order system for updated information.
Monitor the Open/Closed tenant holiday schedules and report schedule to Property Management, Cleaning and Security team.
Assist Fitness Center Manager with organizing Lunch and Learn Sessions as well as other fitness related tenant events, including The District Softball team.
Work with the D Hive food operator in circulating the weekly menu and in organizing special perk events for tenants.
Maintain the monthly stacking plans ensuring that all tenant lease information is updated.
Assist Property Management in furthering the ESG and sustainability efforts.
What You Bring to Us:
1 - 3 years of experience
Bachelor's degree preferred
Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
Self-motivated, independent individual desired
Client service-oriented attitude
Outstanding communication skills, both written and verbal
Desire to pursue a career in commercial real estate industry
Working knowledge in the field of property management and/or real estate preferred