HR Knowledge

  • Administrative Assistant

    Job Locations US-MA-Needham
    Job ID
    2018-1248
    # of Openings
    1
    Category
    Management
  • Overview

    Our client, Equity Industrial Partners, is a fully integrated real estate investment company focused on the acquisition and management of industrial properties. Their current portfolio consists of over 19 million square feet in 18 states. They are looking for a Tenant Coordinator to join their dynamic team. This is an outstanding opportunity to get involved in the investment real estate business with an established and growing firm. The potential for advancement is limited only by a person's ability and desire!

    The Tenant Coordinator will assist the Property Manager in maintaining all aspects of property operations. In this role, you will be able to showcase your customer service, communication, administrative, and time management skills. This individual will be supporting the management team with the day to day operations of the building and interfacing with the tenants and operational teams. Our team is looking for a candidate that is organized, enthusiastic, customer service oriented, resourceful, motivated, and a team player.

    Responsibilities

    • Work with the facilities management group to coordinate tenant service requests; enter into our online work order system and assess level of urgency of each request. Assure completion of tenant requests. Handle billing of any associated charges to tenant when applicable
    • Update and maintain vendor and tenant contact lists for each property
    • Coordinate bidding for service contracts and contract administration
    • Act as liaison between facilities management group and Property Management Department
    • Request current certificates of insurance from vendors and tenants and review for accuracy
    • Issue welcome letters and property management contact information to new tenants
    • Compose and issue memos and building service related correspondence to tenants
    • Assist Property Manager with running reports needed for budgeting and monthly reporting processes
    • Handle billing of tenant utilities
    • Research outstanding tenant receivables and contact tenants for payment status
    • Maintain lease files
    • Assist in coordinating broker tours and access to existing tenant spaces
    • Responsible for coding of invoices and taking calls from vendors regarding outstanding payments
    • Participate in property inspections as needed
    • Assist with special projects as needed
    • Provide additional support to Property Managers and others and as requested and perform general administrative tasks as needed

    Qualifications

    • High school diploma or GED required—undergraduate college degree desirable
    • One to three years’ related experience desirable, but not required
    • Proficiency in Microsoft Office applications (Outlook, Office, Excel)
    • Good verbal and written communication skills
    • Ability to effectively handle multiple time-sensitive priorities
    • Strong team player who works well with others in a fast paced, highly collaborative environment
    • Experience with property management software (Yardi a plus) desirable, but not required

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