Property Coordinator (Commercial)

ESSENTIAL FUNCTIONS:

• Receive, respond to and direct incoming phone calls related to A/P, Insurance and Vendor Contracts for Class A buildings
• Responsible for scheduling and managing select maintenance and coordination related resources by Property Manager.
• Prepares invoices for payment by reviewing, coding, and processing all accounts payable in accordance with budget guidelines, scans, and inputs into accounting system for payment.
• Generates all ancillary studio, client, and tenant billing.
• Creates and enters work order requests.
• Process all monthly bills & invoices through Nexus Accounts Payable software while tracking and logging payment status for all vendors with monthly payments.
• Assist in monthly tenant billing, responsible for organizing Visitor Parking charge and Phone Equipment, Tolls and preparing to assist with other tenant charges if needed during end of month billing period.
• Reconcile Studio Lending Group, LLC credit card purchases and upload data to Nexus each month.
• Ebix administration of Vendor performing work or under contract to perform.
• Tracks and reconciles with Property Management Security OT.
• Escalates contract and payable significant issues to management as necessary.
• Support property management in establishing and maintaining a positive tenant relations program. Assuring good public relations and tenant satisfaction programs for CIM by professionally and effectively aiding and assisting with any problems that arise.
• Maintains The Lot at Formosa certificates of insurance for vendors; vendor files and critical date files used to notify management of upcoming dates well in advance of their occurrence.
• Obtain certificates of insurance or waivers from contractors, suppliers and other third parties, assure adherence to safety requirements pertinent to property visitors, tenants, and employees.
• Responsible for office supplies ordering and tracking

NON-ESSENTIAL FUNCTIONS:

• Maintain appropriate documentation for management review.

SUPERVISORY RESPONSIBILITIES:

• May oversee the duties of vendors in the management of assigned projects.

EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)

• Production or studio experience preferred.
• Minimum three years’ experience in a general office or admin operational setting
• Bachelor's Degree preferred or equivalent job experience.
• High school education or GED completion required.
• Familiar with Nexus Payables, Yardi, or similar software application a plus
• Familiar with Angus or other automated property work order software
• Must possess a valid state-issued driver’s license.

KNOWLEDGE, SKILLS, AND ABILITIES:

• MS Office including Word, Outlook, and Excel
• Read and interpret documents and contract language, company policies, and procedure documents.
• Ability to write correspondence and/or reports for management.
• Ability to effectively present information to tenants, vendors, contractors, and other employees of the organization.
• Ability to read, analyze and interpret lease agreements, financial reports and/or legal documents.
• Ability to respond to common inquiries or complaints as they relate to billing and The Lot protocol.
• Demonstration of appropriate judgment and decision making in resolving issues that arise.

PERFORMANCE METRICS:

• Accuracy and timeliness of work product.
• Compliance with company and departmental policies and procedures.