Office Coordinator- CityScape

Reports To: General Manager

DOL/FLSA Status: Full-Time/Non-Exempt

Summary

Supports the General Manager in the daily routine requirements of property operations for a Class A mixed-use center in Downtown Phoenix. Maintains a “world class” level of service to tenants, clients, and vendors. 

Essential Duties and Responsibilities

• Organizes and prioritizes work to ensure completion of all tasks in a timely manner.
• Prepares monthly and quarterly property updates.
• Assists General Manager in maintaining communication with tenants to improve performance. Promotes effective business relationships to convey company operational policies.
• Maintains office supply inventory.
• Assists General Manager in reviewing and approving all year-end tenant reconciliations.
• Processes check requests for review and approval by General Manager.
• Reviews leases to help General Manager reconcile tenant accounts.
• Collects certificates of insurance for vendors and tenants according to lease requirements and prepares monthly report summary.
• Keeps emergency call program updated with current information.
• Assists the General Manager with collecting all billed rents in full and on time.
• Assists the General Manager in the review, approval, accruals and processing of all property invoices through AVID. (i.e. coding per budget, keeping on prescribed schedule for timely payment, setting up new vendors and assembling all required back-up.)
• Works with city municipalities for utility turn on/off along with pulling invoices as needed from websites. 
• Covers the front desk for the management office which includes greeting patrons, assisting with questions, and answering the office phone.
• Assists General Manager with notifications to Tenants as needed.
• Assists General Manager and Operations Manager with distribution of service agreements and ensures documentation is saved properly and any additional requirements are met.

Required

• Associates or equivalent from two-year college; 3-5 years administrative experience, or equivalent combination of education and experience.
• Intermediate computer skills including Excel, Word, Adobe Acrobat and Outlook.

Preferred

• Previous property management experience, AVID, MRI.

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and a variety of other technology.

Disclaimer

This is not an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.