Job description

The Administrative Coordinator, under the supervision of the Commercial Director, will be responsible for assisting property managers with AP/AR process, tenant communications as well as performing coordination and work order support on behalf of Oldham Goodwin Group. Primary responsibilities include various aspects to support facilities with planning, scheduling, and execution of work orders. Strict adherence to Standard Operations Procedures and Quality Standards are mandatory.

Essential Functions:

· General Admin functions to include but not limited to phone management, filing, data entry and mailings.

· Draft correspondence on various matters pertaining to property management.

· Track tenant and vendor insurance certificates.

· Manage and Maintain Accounts Payable Process including coding payables to appropriate property and g/l code

· Maintain vendor contacts and information

· Respond to tenant inquiries and service calls

· Accounts Receivable processes that include Mailing Rent Statements, Tenant Check Deposits, Manual Billings, Recurring Billings, Tenant follow-up on outstanding balances

· Regularly associate with Tenants to ensure their satisfaction with building operations, leasing and management issues. Working relationship and knowledge of Tenants.

· Ability to learn to work in property management/accounting software systems with training.

· Filter work requests and create work orders based upon requester information. If information is not clear, Administrative Coordinator is responsible for extracting necessary detail.

· Inventory Management.

· Responsible for communicating with outside vendors and internal stakeholders, including but not limited to property managers, department heads and senior executives.

· Processing and payment of invoices to outside vendors.

· Manage work order invoices, submit purchasing requests and requests for quotes (RFQ)

· Oversees timesheets and serves as main point of contact for all Facilities & Maintenance field personnel.

· Build relationships with tenants, as well as internal and external stakeholders (owners, property managers, etc).

· Exhibit continuous personal pursuit of job knowledge and proficiency with different systems.

· Other job duties and special projects as assigned.

Required Skills and Abilities:

· Strong written, verbal, and interpersonal communications skills.

· Ability to learn quickly and work effectively with little supervision when needed.

· Experience using Yardi and/or other Property Management software preferred.

· Proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint).

· Solid reading comprehension.

Education, Certifications and Licenses:

• College degree a plus but not required
• 1-3 Years of accounting or bookkeeping experience, emphasis in Property Management a plus
• Valid Texas Driver License.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: One location

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