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Office Coordinator

Spinoso Real Estate Group
Fairfield, USA
Full-time
Mid · 3+ years experience
Onsite
USD 23-26 hourly / hour
Discovered 1 weeks ago
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  • Greet visitors, customers, tenants, and vendors, and screen, assist, or direct them to the appropriate person or department.
  • Communicate issues or concerns to the appropriate person for resolution.
  • Answer and screen management office telephone calls and route them appropriately.
  • Compose and type routine correspondence.
  • Organize and maintain filing systems, correspondence, and other records.
  • Coordinate the General Manager’s schedule and appointments.
  • Arrange and coordinate travel schedules and reservations as needed.
  • Route incoming mail to the appropriate individuals.
  • Prepare outgoing mail and correspondence, including emails and faxes.
  • Order and maintain office supplies and coordinate equipment maintenance.
  • Maintain a current and accurate Tenant Contact List in Yardi.
  • Maintain current insurance certificates for each tenant, licensee, vendor, and contractor.
  • Assist with required mall reports, including gathering data and information, formatting, and proofreading.
  • Assist the corporate team with data entry to maintain the accuracy and integrity of the Yardi database.
  • As directed by the General Manager, prepare new vendor setups or changes to existing vendors and promptly collect completed W-9 forms.
  • Review invoices received through the AvidXchange workflow for accuracy, confirm applicable discounts, and ensure proper coding to the appropriate expense accounts.
  • Update the P-Card log and email it to the General Manager and P-Card Administrator for review and payment.
  • Assist the corporate team with collecting outstanding tenant balances.
  • Review cash receipts through the bank’s online portal and apply payments to tenant ledgers in Yardi.
  • Review Yardi tenant ledgers and accounts receivable reports to ensure monthly recurring and annually adjusted charges are consistent with leases and licenses.
  • Work with the Corporate Lease Administrator to prepare, document, and obtain approval for billing adjustments, including utilities, bankruptcies, and write-offs.
  • Provide support and data to the Corporate Accounting team to assist with monthly accounting entries.
  • Contact tenants by email or phone regarding outstanding balances.
  • Prepare notices required under the lease and provide documentation, including tenant history reports, to resolve questions.
  • Update tenant aging reports with collection comments and status updates.
  • Collect tenant sales reports and enter sales data into Yardi.
  • Assist the General Manager with monthly reviews of the Rent Roll and other reports.
  • Provide the Corporate Lease Administrator with information needed to address discrepancies.
  • Promptly make bank deposits for all checks received in the mall management office.
  • Maintain client confidence and protect operations by keeping financial information confidential.
  • Maintain positive relationships with clients and tenants.
  • If the property sells gift cards or other goods or services, support the Corporate AP Specialist with managing and reconciling related bank accounts.
  • Assist Specialty Leasing with lease plan updates and holiday locations.
  • Provide data, information, and support to the Corporate Accounting department for ad hoc reporting requirements.
  • Perform other duties as assigned.
  • Associate degree, two years of related experience or training, or an equivalent combination of education and experience.
  • Three to five years of administrative or office experience in a fast-paced environment.
  • Strong interpersonal, written, and verbal communication skills.
  • Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
  • Proficiency with computers and the ability to quickly learn new software.
  • Intermediate to advanced knowledge of Microsoft Word and Excel.
  • Strong data-entry skills and attention to accuracy.
  • Experience with Facebook, X/Twitter, website maintenance, and other social media platforms is a plus.
  • Strong organizational and time-management skills.
  • Ability to read, write, and communicate fluently in English. Proficiency in additional languages is a plus.
  • Ability to work effectively as part of a team and with a variety of personality types.
  • Ability to interact effectively and professionally with all levels of management.
  • Well-developed interpersonal and communication skills.
  • Self-motivated and able to demonstrate initiative, confidence, professionalism, and maturity.
  • Sound judgment and consistent attention to detail.
  • Dependable, flexible, and adaptable.
  • Ability to occasionally work nights, weekends, or holidays when requested.
  • Manual dexterity sufficient for frequent use of a keyboard, mouse, telephone, and radio.
  • Ability to operate standard office equipment, including a copier, fax machine, and postage machine.
  • Ability to lift up to 20 pounds.
  • Speech and hearing sufficient for regular communication by telephone, radio, and in person.
  • Vision sufficient to read work-related documents on a computer monitor or in printed format.
  • Sufficient sense of smell to detect potentially dangerous odors.
  • Ability to walk, bend, stoop, climb, and reach during normal office duties.
  • Ability to sit or stand for extended periods.

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