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A bit about us:

Work for one of the largest Investment management companies specializing in Commercial Real Estate across the US. Their people are their most important asset. As the largest publicly traded developer, owner, and manager of Class A office properties, they have the financial strength, industry relationships and focus on responsible and sustainable business practices, to be leaders in their markets. The Company is a fully integrated real estate company, organized as a real estate investment trust (REIT), and is well known for our in-house building management expertise and responsiveness to tenants’ needs.

Why join us?

Company offers comprehensive and competitive benefit program to employees which include:
  • Health, dental and vision insurance
  • Generous paid time off
  • Retirement Savings Plan with company match
  • Employee Stock Purchase Program
  • Commuter Benefit Program
  • Tuition Reimbursement

Job Details

Entry level Property Management Coordinator. 1-2 years of office work experience. Ideal for a recent college graduate.

Purpose of Position:
Assist Property Management with the day-to-day operations and tenant relations of assigned property or portfolio through the coordination of tenant requests and administration of maintenance services. Serve as the primary point of contact for tenant services.

Essential Functions:
Operations
  • Create purchase orders and service contracts, code and process vendor invoices utilizing required expense allocations and ensuring vendors are billing according to contracts, negotiated rates and property budgets.
  • Perform Accounts Payables duties and process invoices for the Property Management Office in a timely manner to avoid budget variances.
  • Responsible for diligently reviewing invoices and proactively reaching out to vendors to review questionable or inaccurate billings.
  • Manage and track sustainability statistics for the portfolio to include waste diversion, electrical consumption, and water consumption.
  • Maintain and update insurance certificate files for all contractors performing work at the properties.
  • Manage new vendor setup.
  • Execute prompt, accurate billing of tenant work orders for billable services on bimonthly basis.
  • Assist with the scheduling of contractor work (ex: window washing) and coordinate with tenants.
  • Contribute toward overall office operational needs by helping to provide phone coverage during lunchtime, vacation, sick days, etc., as well as providing administrative support related to maintaining property management operations as necessary.
  • Assist Property Managers with gathering and inputting data in property budgets.

Tenant Relations
  • Assist Property Management in promoting, establishing, and maintaining positive relations with tenants and with the day-to-day operations of the property.
  • Answer and route phone calls and emails from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
  • Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
  • Notify Property Manager of repeat tenant complaints or unusual and/or unreasonable situations.
  • Provide high quality of customer service and take an active role in the tenant retention program.
  • Coordinate for and provide tenants with holiday and special event notifications such as welcome breakfasts, recycling audits/promotional recycling events, bicycle safety events, blood drives, ice cream socials, etc.


Requirements and Qualifications:
  • High school diploma or equivalent certification required. Bachelor’s degree preferred.
  • 1 to 3 years of previous customer service experience preferred. Prior administrative experience and experience in property and real estate management highly desirable.
  • Proven customer service and problem solving skills.
  • Ability to listen, think clearly and to communicate effectively and courteously in challenging and sometimes stressful situations.
  • Excellent written and verbal communication skills.
  • Demonstrated ability to determine needs and achieve results without close supervision.
  • Demonstrated proficiency with Microsoft Office Applications


Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.
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