Tenant Coordination Assistant ($30.53 - $40.10)
- Provides general administrative support for the VP, Directors, and project managers, including handling calls, preparing agendas, managing schedules.
- Completes a wide variety of tasks and data management in Google and Microsoft applications.
- Classifies, sorts, copies and files correspondence, records and other documents.
- Reviews and approves General Contractor and Signage Vendor’s insurance per our company’s standard insurance guidelines
- Collects, codes, and refunds Construction Deposits
- Maintains ‘As-Built’ drawing files and Landlord construction close out documents
- Creates contract requests and assists vendors with Coupa, the company’s procurement system. Helps track invoice payments.
- Plotters management , including monthly billing reports and plotter maintenance and supplies
- Prepares, researches and submits Consultant & Construction contract requests
- Processes and executes PO’s, new supplier setups and supplier system maintenance
- Capital request routing/Filing for new and ongoing Construction projects
- Process project check requests & Non-PO invoices
- Development/Construction bonds coordination
- Collects, reviews and submits Tenant Allowance documentation to the accounting team
- Reads Tenant leases and coordinates lease language with tenants who are under construction
- Bachelor's degree preferred.
- 3 to 5 years of experience in administrative support or relevant work experience.
- Proficiency in Google Suite, Microsoft Office Suite and database management
- Ability to communicate clearly and effectively in English, both verbally and in writing.
- Detail oriented, organized, managing multiple tasks concurrently
- Organized with proactive problem-solving abilities and a proactive approach to anticipating needs
- Demonstrates initiative and maintains high quality of customer service
- Regular, consistent and timely attendance is required (non-exempt)
- Ability to follow process and flexible to change
- Valid California driver’s license; Maintain continuous vehicle liability insurance as required by state law. (This role requires the regular and frequent operation of a vehicle, as defined in the Company’s MVR policy, and is part of the essential duties of this position.)
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