This position is responsible for 1) communication and coordination with tenants, vendors and building staff on site on a wide range of building issues; 2) administrative functions relating to the daily operation of the property; and, administrative and project support to the Property Manager and Assistant Property Manager.
There are three levels to this position: Tenant Services Coordinator, Tenant Services Administrator and Senior Tenant Services Administrator.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Completes all work in an accurate, thorough and timely manner demonstrating a sound understanding of area of responsibility.
Receive, track, prepare and/or process purchase orders, work orders, service agreements, and vendor invoices accurately, prior to all invoices being received.
Ensure receipt of signed order and billing from vendor prior to invoice being received
Match invoices to packing slips
Ensure accuracy of invoices
Input into accounting system
Review those operating expenses as designated by General Manager, Property Manager or Assistant Property Manager within 3 days of close of books for month and prepare clear and thorough variance explanations for Property Manager.
Bid specific vendor contracts as designated by General Manager, Property Manager or Assistant Property Manager prior to expiration of contract. Perform all tasks accurately, completely and within designated timeframes.
Non-Essential Duties and Responsibilities: None
Location/Position Specific Responsibilities:
May vary depending upon location.
Supervisory Responsibilities: None
Essential Skills and Qualifications:
Non-Essential Skills and Qualifications: None
Completion of two years education at the undergraduate level or in a related trade school.
Minimum three years administrative experience in a professional business environment.
Minimum one year administrative experience in the property management industry.
Experience with Yardi desirable.
Certificates, Licenses, Registrations:
May be required to have notary services license in some locations.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee is required to work at a personal computer for extended periods of time as well as talking on the phone for extended periods of time.
In some locations, may need to detect auditory and/or visual emergency alarms.
Work environment characteristics are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee works in an office environment and will work 3 days per week out of our Santa Clara Towers (Santa Clara) office and 2 days per week out of our 50 California (San Francisco) office.
Position travels approximately 30% of the time.