Property Coordinator

AQUILA Commercial•Austin, TX

21h•Onsite

About The Position

The Property Coordinator works with a Property Manager and Team in the management of commercial office, retail and industrial properties. Work is in an office setting and requires on-site visits to managed properties and meetings with tenants. Candidates should be self-motivated and detail oriented. The Property Coordinator is a front line position who assists building tenants, contractors, managers and visitors daily and requires strong customer service and organizational skills.

Requirements

Minimum of three (3) years administrative experience is required.
High school diploma is required.
Must possess strong interpersonal skills and an ability to work and communicate effectively with all levels of operations.
Must have the ability to manage time and multiple projects efficiently and achieve required results.
Must possess excellent customer service skills.
Must be detail oriented and well organized.
Proficient with Microsoft Office Suite (Excel, Word, Outlook)
High proficiency in written and spoken English is required.
Must be able to define problems, collect data, establish facts, and draw valid conclusions.

Nice To Haves

Commercial real estate experience is preferred

Responsibilities

Process invoices daily and be able to identify the correct accounting codes.
Assists in coordinating all tenant security access cards for perimeter, garage, and fitness center.
Helps maintain property management calendar.
Performs clerical tasks for staff, as needed.
Help maintain building work order system and keep information up to date.
Maintain tenant and administrative filing system and assures all documents are properly filed.
Assists with building access for contractors.
Maintains the contractor/vendor lists.
Prepares building inspection reports, status reports, tracking reports, correspondence and files.
Assist with all incoming service requests and dispatch to appropriate personnel.
Retrieve, open, date-stamp and distribute all incoming mail.
Coordinate with existing tenants for the leasing tours.
Assist with planning and implementation of tenant events.
Assist with the preparation and tracking of vendor contracts.
Assist with filing, scanning and indexing
Other duties as assigned.
Assists with front desk reception and fills in for receptionist as needed.
Assists with the preparation and distribution of monthly and quarterly reports.
Maintains insurance files for coverage required by tenants and vendors.
Responsible for notification letters to tenants and vendors thirty days before expiration of insurance certificate.
Assist with scheduling and assigning work orders
Collect utility bill back info and input in records
Assist with orders as needed
Develop and maintains positive tenant relations by creating and sustaining good will and by providing consistently responsive quality service.
Coordinate and assists Property Manager and/or APM with tenant move-ins and move-outs.
Coordinate and assists Property Manager and/or APM with planning and implementation of periodic tenant events.
Assist in maintaining the tenant information manual and assures that information is current and correct.
Coordinate production of tenant signs, keys and directory information.
Prepare and maintain tenant contact lists.