Senior Administrative Coordinator

Bear Property Management • Pleasant Prairie, WI

2d

About The Position

SUMMARY: This role organizes data and documents to promote efficient day to day operations for Real Estate portfolio. This position entails the full scope of operational support required to manage priorities and workflow necessary to support clients, facilities, and individuals at all corporate levels.

Requirements

• Bachelor’s degree (B.A.) or equivalent
• Four to six years related experience or equivalent
• Detail oriented with strong problem solving and analytical skills, and the ability to work in a diverse workforce
• Excellent written and oral communication skills
• Strong organizational, problem-solving, and analytical skills
• Ability to manage priorities and workflow
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Demonstrated ability to plan and organize projects
• Ability to work independently and as a member of various teams and committees
• Proficient on Internet Software, Microsoft Word, Excel, and Outlook
• Proven ability to manage multiple projects and meet deadlines
• Ability to direct and recommend cost-effective creative solutions

Responsibilities

• Provide administrative support, tracking of correspondence
• Monitor external communications to resolve tenant issues promptly
• Prepare, coordinate save down bid proposals, service contracts and review invoices for approval
• Assist Director in their efforts to ensure compliance with policies and procedures
• Ensure lease abstracts are prepared for each tenant
• Maintain accurate and up to date monthly Commercial rent roll
• Track and file commercial tenant leases, contracts, and insurance certificates; maintain follow-up system for expirations
• Monitor and maintain the property maintenance work order system and reports
• Promote and foster positive relationships with building owners, tenants,and vendors
• Assist with monthly and quarterly management reports
• Review annual CAM preparation and work with financial accountant to send out notices
• Review allocations and BREG shared cost to ensure accuracy
• Obtain and prepare all BPM management agreements, and necessary documentation for execution of new and renewal of management agreements
• Verify reconciliation of accounts receivable for reimbursements of accounting, tenant related cost for property expenses such as taxes, maintenance, building insurance in accordance with tenant lease
• Schedule and track completion of monthly, quarterly, and annual facilities regulatory/inspection requirements of real estate portfolio
• Major contract tracking and analysis of trash, fire/ safety systems and elevators
• BMO credit card coding as necessary
• Collaborate with leadership team on initiatives to improve operation efficiency
• Assist in any other duties assigned

Benefits

• Invest in Your Future: 401(k) with company match, plus annual merit-based increases
• Prioritize Your Health: Comprehensive medical, dental, vision, life insurance, Long-Term Disability, and FSA and HSA options.
• Recharge and Renew: Generous paid time off and 8+ paid holidays.
• Voluntary Benefits: Short Term Disability, Accident, Critical Illness, and Hospital Indemnity.
• Keep Growing: Ongoing education, leadership training, and advancement opportunities across all departments.
• Celebrate Together: Annual employee appreciation events, team outings, and company-wide recognition programs.
• Make an Impact: Contribute to meaningful projects that shape neighborhoods and improve lives.
• Be Rewarded: Eligible for performance-based bonuses.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level