Property Coordinator

Overview

Assist property manager with admin tasks, tenant coordination, invoicing, and office support.

Key Responsibilities

• insurance tracking
• invoice processing
• work orders
• access cards
• supply ordering
• file management

Tasks

Provides assistance to the Property Manager and in all administrative aspects of building management including A/P, A/R, typing, filing, telephone coverage, report completion and projects as assigned. Serves as liaison between property, regional and corporate office, vendors and tenants.[A short paragraph summarizing the key role responsibilities.] -Ensure all tenant and vendor certificate of insurance are updated and filed in accordance with the Stiles Management standards. Utilize a tickler system to maintain and record certificates. Send reminder letters and make phone calls as necessary and update expiration dates in Vendor Insurance Spreadsheet. -Greet office visitors in a friendly and professional manner, offer visitors refreshments, and maintain receptionist desk, reception area, kitchen, copy room and conference room in a neat and organized manner. -Initiate tenant notifications of all building activities, initiate security notifications of events requiring security assistance. -Provide assistance to the Property Manager in preparation of budget and business plan as necessary. -In general, perform administrative duties as required for the Property Manager. -Prepare monthly tenant invoices to include credits, write-offs, and miscellaneous billings (i.e., electrical, OT HVAC, building services, late fees, etc.) and forward copies of all invoices to Accountant in charge of property promptly. -Code all incoming invoices timely and submit to Assistant Property Manager for processing. -Maintain property management filing system, lease files, a/p files, construction files, vendor contract files in a current and organized fashion. -Prepare work order requests and dispatch promptly. -Maintain the Building Access Card System data base in a current and organized fashion. All access card activations, deactivations or changes need to be completed on a daily basis. Create an invoice for every new card that is issued and provide the parking vendor with a copy of all access card invoices to enable them to track all monies due. Update the Access Card List as needed and submit updated copies to the security guards and to the garage cashiers. -Coordinate maintenance service for all office equipment, order and maintain office supply inventory, and maintain postage meter. -Determine urgency and respond to all inquiries/requests promptly. -Open and stamp all incoming mail and distribute accordingly daily. Handle all outgoing mail. -Coordinate tenant parties and Christmas decorations. -Answer all incoming telephone lines. Ensure that phones are tended to by 8:00 am each morning and forwarded at 5:00 pm each evening. -Track completion and follow-up on open work order requests daily and report findings of any chronic unresolved service requests to Property Manager. -Order tenant signage, update web directory.

Requirements

• associate degree
• 5 years
• basic accounting
• microsoft excel
• customer service
• detail oriented

What You Bring

Associate degree preferred and minimum of five years’ experience. Basic accounting skills necessary. Recent grads with four-year degrees and limited experience will be considered; this is a ground floor opportunity to grow into a property manager role. Must be proficient with Microsoft Word, Outlook and Excel. The role requires a motivated and patient “multi-tasker” who is flexible and resourceful. Must be detail oriented. The individual must be personable and approachable with a cheerful disposition. Strong customer service skills are a MUST.

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About Stiles

-Founded in the early 1980s, the company has grown into a prominent player in construction and real estate. -Known for delivering large-scale, complex projects with a focus on innovation and quality. -Their portfolio includes commercial buildings, residential complexes, industrial sites, and retail spaces. -With a reputation for project management excellence, they execute projects from concept to completion. -The company specializes in both private and public sector developments, offering tailored solutions. -Their in-house team of experts ensures high standards in design, construction, and project delivery. -The company prides itself on delivering projects ahead of schedule and under budget.

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