Office Coordinator

Red Tail Acquisitions•Irvine, CA

6h•Onsite

About The Position

The Commercial Office Coordinator will assist with the day-to-day operations of the corporate office building and executive suites, providing administrative support and ensuring the smooth operation of the building.

Requirements

Effectively manage a variety of administrative tasks simultaneously while maintaining attention to detail.
Provide exceptional customer service, responding to tenant needs in a timely and professional manner.
Communicate clearly and professionally with tenants, vendors, and team members.
Demonstrate strong organizational and time management skills.
Exhibit a solution-focused approach in resolving issues, including tenant complaints and maintenance concerns.
Coordinate and prioritize tasks effectively in a busy environment.
High school diploma or equivalent required.
Minimum of 2 years of administrative assistant experience, preferably in a property management or commercial office setting.
Basic to intermediate knowledge of MS Word, Excel, and Outlook.
Proficiency with general computer and internet use.
Strong organizational, administrative, and time management skills.
Proficiency in basic mathematical functions for invoice processing and rent payment posting.
Ability to handle a high volume of tasks with a focus on customer service and efficiency.

Nice To Haves

Preferably in a property management or commercial office setting.

Responsibilities

Interface with commercial tenants to ensure satisfaction, answer questions, and resolve issues.
Greet tenants, guests, and vendors, and manage reception duties.
Handle tenant mail and package deliveries, ensuring timely and accurate distribution.
Answer and route phone calls as needed, ensuring clear and professional communication.
Stock kitchen areas on the 1st and 2nd floors, and order supplies as necessary.
Oversee conference room and office reservations, ensuring proper usage and availability.
Process invoices and ensure timely payment of expenses.
Post rent payments for executive suites to the appropriate ledgers.
Assist with tenant work orders and help resolve maintenance issues as they arise.
Assist with the management of tenant parking validations.
Help with building marketing initiatives, including promoting available spaces and managing communications.
Provide general administrative support to the commercial management team, including filing, correspondence, and record keeping.