Administrative Coordinator

Howard Hanna Real Estate Services•Cleveland, OH

13h•Hybrid

About The Position

Join the Howard Hanna Family of Companies! Hanna Commercial is looking to hire an Administrative Coordinator to join its Property Management Division. This position will report to the Directory of Commercial Property Management and be assigned to work closely with property managers and their assigned buildings. Creates and manages Purchase Order System for service contracts, supplies, and vendor work Manages vendor lists Manages group purchasing program Purchases supplies for building operations team and individual buildings Process invoices, utility bills Process office wide mail Process Contracts, Certificates of Insurance, and other computerized maintenance files Create Purchase orders for, help with ordering supplies, vendor options etc. Maintain operations file system Job Responsibilities Relating to assisting with Maintenance Staff: Responsible for the overall operation and data entry for the computerized maintenance system program Responsible for dispatching field technicians and scheduling field work Maintains emergency building key system Maintains emergency call lists, and interacts with 24/7 call center Work in compliance with all applicable codes, government regulations and company directives related to building operation, and workplace safety. Works with office manager to fulfill office wide administrate duties as necessary Works with entire department to foster growth as a business and individually Process maintenance calls and create work orders Administer safety program

Requirements

Ability to manage time effectively.
Be physically and mentally able to perform duties.
Ability to perform under stressful situations, multi-task, deal with multiple personalities, and prioritize work requests.
Must possess an attitude of safety and emergency preparedness; understand the principles of a life safety program, company safety programs and training, and their overall importance to building operations.
General computer skills with Word, Excel, and general software usage.
Heavy use of Adobe Acrobat
Have basic accounting knowledge to understand invoices, coding, and contract terms.
A service-oriented attitude is required; you will interact with building tenants, vendors, public authorities, co-workers and visitors.

Responsibilities

Creates and manages Purchase Order System for service contracts, supplies, and vendor work
Manages vendor lists
Manages group purchasing program
Purchases supplies for building operations team and individual buildings
Process invoices, utility bills
Process office wide mail
Process Contracts, Certificates of Insurance, and other computerized maintenance files
Create Purchase orders for, help with ordering supplies, vendor options etc.
Maintain operations file system
Responsible for the overall operation and data entry for the computerized maintenance system program
Responsible for dispatching field technicians and scheduling field work
Maintains emergency building key system
Maintains emergency call lists, and interacts with 24/7 call center
Work in compliance with all applicable codes, government regulations and company directives related to building operation, and workplace safety.
Works with office manager to fulfill office wide administrate duties as necessary
Works with entire department to foster growth as a business and individually
Process maintenance calls and create work orders
Administer safety program