Office Coordinator

About the role

The Commercial Office Coordinator will assist with the day-to-day operations of the corporate office building and executive suites, providing administrative support and ensuring the smooth operation of the building.

Responsibilities

• Tenant Relations: Interface with commercial tenants to ensure satisfaction, answer questions, and resolve issues.
• Front Desk Reception: Greet tenants, guests, and vendors, and manage reception duties.
• Mail & Deliveries: Handle tenant mail and package deliveries, ensuring timely and accurate distribution.
• Phone Handling: Answer and route phone calls as needed, ensuring clear and professional communication.
• Kitchen & Supply Management: Stock kitchen areas on the 1st and 2nd floors, and order supplies as necessary.
• Conference Room Management: Oversee conference room and office reservations, ensuring proper usage and availability.
• Invoice Processing: Process invoices and ensure timely payment of expenses.
• Rent Payment Posting: Post rent payments for executive suites to the appropriate ledgers.
• Maintenance Support: Assist with tenant work orders and help resolve maintenance issues as they arise.
• Parking Validation Management: Assist with the management of tenant parking validations.
• Marketing Support: Help with building marketing initiatives, including promoting available spaces and managing communications.
• Additional Administrative Duties: Provide general administrative support to the commercial management team, including filing, correspondence, and record keeping.

Requirements

• Effectively manage a variety of administrative tasks simultaneously while maintaining attention to detail.
• Provide exceptional customer service, responding to tenant needs in a timely and professional manner.
• Communicate clearly and professionally with tenants, vendors, and team members.
• Demonstrate strong organizational and time management skills.
• Exhibit a solution-focused approach in resolving issues, including tenant complaints and maintenance concerns.
• Cookise tasks effectively in a busy environment.

Qualifications

• Education: High school diploma or equivalent required.
• Experience: Minimum of 2 years of administrative assistant experience, preferably in a property management or commercial office setting.
• Computer Skills: Basic to intermediate knowledge of MS Word, Excel, and Outlook. Proficiency with general computer and internet use.
• Other Skills: Strong organizational, administrative, and time management skills. Proficiency in basic mathematical functions for invoice processing and rent payment posting. Ability to handle a high volume of tasks with a focus on customer service and efficiency.

Special Requirements

• Physical Demands: Regularly required to sit, stand, walk, talk, hear, and use hands, legs, back, arms. Ability to lift up to 25lbs. Occasional climbing may be required. Vision requirements include the ability to use close vision, distance vision, color vision, depth perception, and focus adjustment. Must be able to detect auditory or visual alarms.
• Attendance/Travel: Consistent attendance at company functions, events, and on-call after-hours support is required.