Administrative Coordinator

Our client, a fully integrated real estate investment trust (REIT) and an S&P 500 company that specializes in owning, operating, and developing high-quality real estate focused on healthcare discovery and delivery, is seeking a Real Estate Administrator for a 3 month temporary assignment onsite in Englewood.

POSITION RESPONSIBILITIES

The Real Estate Administrator is responsible to assist in directing and coordinating activities of on-site and offsite Life Science / Lab / office. This person will assist in effectively implementing procedures, cost controls and policies; maintain good tenant and vendor relations; assist property management team in maintaining invoice records and contacting vendors / setting up accounts, as well as other duties as they may be assigned. Responsibilities include but are not limited to :

• Answer management phones and assist with tenant needs
• Respond to inquiries by providing routine information and / or taking and delivering messages
• Prepare and distribute correspondence
• Process incoming and outgoing mail
• Assist with meeting, event and other scheduling and coordination
• Assist as requested with coordinating special events such as holiday events / parties, welcome lunches, book fairs, blood drives, food drives and other tenant and community events
• Assist with publication and distribution of tenant newsletter, maintenance of property website
• Maintain inventory of office supplies and property staff directory
• Maintain accurate and up to date tenant, team and vendor contact lists
• Maintain compliant certificates of insurance for tenants and vendors
• Manage Tenant Work Order system, ensuring timely completion in accordance with SOPs
• Coordinate tenant survey process, including annual action plan implementation
• Assist team with vendor coordination as requested or assigned
• Assist with preparing and administering service agreements
• Establish and maintain good record keeping and filing systems for tenant, vendor and property files
• Responsible for accounts payable, accounts receivable and reporting at the property level
• Process vendor invoices in a timely fashion, ensuring compliance with contracts and proper coding
• Track invoices to ensure vendors are submitting timely
• Prepare and distribute Tenant billings
• Provide management team with aged delinquency reports, follow up with tenants as needed and send delinquency letters as requested
• Assist with budget preparation as requested

POSITION REQUIREMENTS