Asset Services Coordinator in San Diego at Vaco

Date Posted: 3/24/2020

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    San Diego
  • Job Type:
  • Experience:
    At least 3 year(s)
  • Date Posted:
    3/24/2020
  • Job ID:
    ASSET91568

Job Description

Essential Duties and Responsibilities:

Administration

  • Provide assistance with the host of amenities including but not limited to: restaurants, fitness centers, conferencing spaces, event spaces, organic gardens, memberships, etc.
  • Initiate tenant notification letters and e-mails as needed.
  • Assist Asset Services Team with special projects.
  • Assist in training/incentive program for contracted employees.
  • Assist in planning all tenant events, parties, gifts.
  • Assist in annual budget preparation.
  • Track tenant receivables.
  • Maintain budget tracking spreadsheet.
  • Assist with Asset Services expense reports.
  • Assist in all aspects of property maintenance.
  • Redirect and prioritize work requests including entering tenant work orders in the work order system(s). Responsible for the close out of both tenant work order requests and PM work orders.
  • Follows up with tenants to ensure satisfaction with tenant work order requests.
  • Participate in site operating meetings.
  • Responsible for drafting and sending distribution email blasts to tenants.
  • Responsible for distributing and maintaining the tenant welcome package for the site.
  • Responsible for all changes to tenant signage as well as all event signage in building lobbies.
  • Other duties, as assigned.

Contract Administration

  • Participate in bid process when searching for new vendors.
  • Prepare all service contracts.
  • Track contracts with pending signatures.
  • Maintain spreadsheets to track all current contracts in region.
  • Maintain current and complete certificate of insurance for all tenants and all vendors.
  • Review all limits, coverage types, expirations and additional insured for compliance.

Accounts Payable

  • Type, file and maintain purchase orders and invoice files.
  • Match packing slips and purchase orders to invoices, code and obtain Manager's approval.
  • Research invoices in JDE when necessary.
  • Copy and send signed invoices to corporate.
  • Audit open purchase orders on a monthly basis.
  • Prepare utility cost/consumption reports when necessary.

Qualifications and Experience:

  • Bachelor's degree required.
  • 1 - 3 years of experience in science, technology, property management, real estate, event management and/or hospitality field preferred.
  • Strong accounting background and familiarity with lease provisions and lease administration a plus.
  • Proficient in MS Office (Word, Excel, PowerPoint, Outlook) a must.
  • Experience in Angus, Building Engines and JDE a plus.
  • Adobe InDesign experience, a plus.
  • Client service-oriented attitude a must.
  • Excellent verbal and written communication skills.
  • Willingness to work as part of a team and support the team.
  • Desire to pursue career in commercial real estate industry a plus.