Front Office Coordinator

Posting ID : A1068545775
Date Posted : 2015-08-19
Category : Real Estate

Front Office Coordinator needed for a reputable and busy commercial real estate company.

Responsibilities: Serving as the "go-to" person in the office, the Front Office Coordinator must be able to multi-task, work well in a fast paced environment, and ensure the satisfaction of clients. The Front Office Coordinator must possess a professional demeanor, understand the importance of customer service, and be willing to take on any task that is asked of them. A knowledge of Microsoft Office - Word, Excel, Power Point and Outlook- is important as the Front Office Coordinator will be using these programs often. They need to be a self-starter, organized, have a can-do attitude, and strong problem solving skills. The Front Office Coordinator must be able to work well independently and perform clerical, receptionist, and administrative tasks.

Responsibilities:

Administrative:
Serve as the administrative support to Property Management by coordinating, facilitating, recording and communicating their individual, group and company wide activities
As requested, type and edit various documents such as correspondence, tenant memos, reports, charts, tables and presentations. May draft routine correspondence
Copy and distribute documents in a timely manner
Establish and maintain appropriate filing systems, both manual and electronic which may include confidential files and reports
Maintain directories such as emergency call lists, tenant directories, fire warden lists, employee lists, MSDS books etc.
Coordinate special activities and liaison functions for assigned team members such as meetings, interviews and travel arrangements including maintaining travel expense file for submission of expense reports
Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate general information to callers
Receive all visitors and telephone calls, directly assisting people when appropriate and referring to others when necessary

Tenant Relations/Property Management:
Assist in tenant matters, including but not limited to: move-ins, move-outs, lease administration, billings, and key/cardkey/graphics requests
Maintain the building access control computer and cardkey administration
Check out keys to vendors/repairmen as required and appropriate
Establish and maintain good tenant relations and tenant satisfaction by aiding and assisting tenants, clients and contractors as needed under general supervision
Maintain ethical, professional and courteous relations with contractors and tenants

Accounting/Analytical:
Paying bills and coding invoices
Assist in compiling budget information

Qualifications:
One to three years of experience in an administrative role in a professional office environment, commercial real estate highly preferred
Ability to manage and prioritize multiple tasks while meeting deadlines
Experienced with interacting with employees, tenants, visitors and contractors with poise and diplomacy


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