Property Coordinator in San Diego at Vaco

Job Description

Job Title: Property Coordinator

Reports To: Manager

Job Location: Downtown San Diego, Class A High Rise

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative: Provide support to the Property Management and Leasing teams in coordinating the operation of the Building Management Office including opening and closing office and assisting any walk-in visitors. Answers all incoming calls by third ring in a positive and professional customer service manner. Ensures that all calls are connected with the correct person or obtains permission to forward the call to voice mail. Takes detailed and accurate messages and ensures important messages are delivered to the appropriate person.

Performs administrative functions for the efficient running of the office including general correspondence, accurate and timely input of work order requests into the system. Calls all Tenants within 24 hours of their work order request to ensure and document satisfaction with work performed. Closes work orders daily. Notifies Manager of all outstanding work orders and client complaints

Tenant Relations. Responds to tenant needs and coordinates with Manager and maintenance staff to resolve problems. Maintains positive relationships and high retention levels with all tenants. Responds to all concerns and ensures compliance with rules and regulations.

Vendor Staff Supervision/Development. Coordinate with third-party contractors including engineers, security and janitorial staff. Keeps Manager informed daily of property activities and supports Manager in all aspects of running the property.

General Operations. Performs regular inspections of property to monitor for maximum performance and efficiency. Recommends and assists Manager in the coordination of alterations, maintenance and reconditioning of property as necessary and in coordination with the Manager.

Specific Property Coordinator tasks include but are not limited to:

• Act as liaison with tenants, vendors and contractors, assisting the Property Management team with the ongoing promotion of client relations and administration of the Lease Agreement.
• Prepare Tenant correspondence and memos as required.
• Maintain and oversee Angus work orders.
• Process tenant billable expenses utilizing cost options in Angus monthly for tenant billback and close out. APM will verify costs monthly.
• Coordinate with Manager and APM on Tenant Move-in/out process per SOP.
• Enter visitor/vendor access requests in Angus.
• Maintain property information binders.
• Respond to requests for freight elevator and loading dock.
• Review daily Security reports in CyCop and notify PM of any issues.
• Create and send incident reports to Fisher Shapiro.
• Maintain Incident Tracking Report.
• Maintain amenity schedule/calendar in Angus (Conference Rooms, etc.)
• Draft and issue PO's.
• Maintain PO tracking log and close out monthly.
• Assist in the procurement, administration and maintenance of service contracts as per APM's direction.
• Maintain Tenant, Vendor and Emergency Contact Lists for reception and security desks.
• Set up new Tenant IDs in Angus.
• Assist in preparation and distribution monthly Rent Statements to Tenants at APM's direction.
• Prepare parking over allotment agreements and parking termination notices.
• Distribute Yardi Rent Rolls to Managers and APMs monthly.
• Assist Managers and APMs with the preparation and development of property budgets and other financial reporting responsibilities.
• Develop or update, as needed, applicable office forms and coordinate with Marketing as necessary.
• Maintain and update tenant and vendor files including the retention of any applicable documents or correspondences.
• Collect, review and maintain vendor certificates of insurance in Ebix per SOP.
• Update Department Meeting Notes for Managers and Engineers.
• Coordinate and complete special projects as assigned (i.e., tenant events, conference room reservations)
• Perform weekly janitorial walks and inspections.
• Process Pet Request forms.
• Provide support to Leasing team as needed.
• Open date stamp and distribute mail and deliver faxes as they arrive.
• Handle all outgoing mail and messenger service.
• Monitor and order office supplies as necessary.
• Tenant Access; set up and deactivate access cards/key fobs.
• Maintain Grease Trap tracking list.
• Assist APM with preparation of monthly Asset Management Reports and quarterly accruals.

Decision-Making. Makes thoughtful, prompt, systematic decisions under time constraints. Presents alternative solutions to problems and considers the impact of decisions.

Interpersonal and Communication. Articulates ideas, verbal and written, in a clear and understandable manner. Has good listening skills and facilitates communication. Shares information with others, seeks out feedback and constructive criticism. Uses diplomacy, tact, and negotiates effectively.

Alignment with Company Objectives. Understands and is committed to the mission and values of the company. Knowledgeable and adheres to company policies and practices. Attends BOMA and/or IREM programs and activities consistent with the Company's approval. Conducts and maintains relationships with "key" clients/tenants, industry and trade associations, representatives of government, public service organizations, customers and vendors as necessary in the overall management of the property.

Job Qualifications:

• 1-2 years prior administrative/professional experience. Property Management exposure preferred.
• Excellent oral and written communication skills.
• Experience in contract analysis, administration, and operations.
• Proficient in MS, Word, Excel and Outlook. Experience with Yardi, PayScan and Angus Anywhere preferred.