Administrative Coordinator

Our client, a well-known and well-respected real estate company with an extraordinary team of passionate professionals who promote from within and are dedicated to cultivating careers for exceptional talent, needs a highly organized and outgoing Administrative Coordinator for their Property Management team in Seattle. Job Description – The Administrative Coordinator will primarily focus on supporting the property management team with periodic reporting responsibilities. With excellent customer service skills, the Administrative Coordinator will also work with tenants resolving issues and executing on special requests. The successful Administrative Coordinator will work with vendors and other building management team members to ensure procedures are followed throughout the building. Additional responsibilities for the Administrative Coordinator include the following:Responsibilities Include:Provides direct administrative support to Director, Operations (Account Manager), Chief Engineer (CE) and tenants as neededServes as the main point of contact (POC) for service requests from tenantsEntry of tenant service requests into work order systemEnsures that 100% of the Certificate of Insurance (COI) for tenants and contractors are accurate and in compliance with standardsEnforces compliance with insurance requirements among tenants, contractors, vendors and suppliers. Documents incidents of potential liability to property and equipment and forwards information to appropriate risk management personnel.Codes and splits invoices based on cost centers and services performedPrepares bill backs/re-bills for special tenant requestsPrepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are billed back/re-billed to tenants monthlyEnsure engineers take monthly readings from electric meters for tenants that have supplemental units.Assists in management audits and prepares all files and records in preparation for the auditInternal and external correspondenceCreate, maintain, review, purge and forward files to appropriate storage location in accordance with company record retention policyUpdate and file all documents for vendors and tenants and ensure that contract and lease administration files are accurate and up to dateMaintain and update tenant contact databasesOrganize departmental meeting and travel arrangementsManages the new tenant welcome and orientation programRevises and distributes updated property manuals (as needed) within the portfolio with the assistance of the property team members. Property manuals include, but are not limited to the Tenant Handbook, Team Handbook, Hazard Communication Program, Building and Tenant Emergency Response Manuals, Space Utilization Guide and Lease Summary BookProcesses all aspects of accounts receivableObtains completed W-9 forms from all vendorsNegotiates office equipment leases and maintenance agreements while ensuring technological advancement of support systems fall within budget guidelinesTracks budget line items relating for administrative account purchases and resolves negative variances relative to budgetPosition Requirements2 years of previous Administrative Coordinator experience with commercial real estate experience a real plus!Highly proficient in Microsoft Word, Excel, and Outlook.Professional, reliable, flexible and have a positive, can-do attitude.Excellent attention to detail with strong customer service skills and ability to prioritizeAbility to communicate well in both written and verbal communication forms.Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members’ projects.Strong interest in real estate.EducationBachelor’s degree preferred or similar work experienceBenefitsPTO, PST, Medical, Dental, and Vision