Property Coordinator

Job Description and Responsibilities

• Process invoices daily and be able to identify the correct accounting codes.
• Aids in coordinating all tenant security access cards for perimeter, garage, and fitness center.
• Maintains property management calendar.
• Performs clerical tasks for staff, as needed.
• Helps maintain building work order system and keeps information up to date.
• Maintains tenant and administrative filing system and ensures all documents are properly filed.
• Aids in building access for contractors.
• Maintains the contractor/vendor lists.
• Prepares building inspection reports, status reports, tracking reports, correspondence, and files.
• Aids in handling incoming service requests and dispatches to appropriate personnel.
• Retrieves, opens, dates-stamps, and distributes all incoming mail.
• Collaborates with existing tenants for leasing tours.
• Aids in planning and implementing tenant events.
• Aids in preparing and tracking vendor contracts.
• Aids in filing, scanning, and indexing.
• Assists with front desk reception and fills in for receptionist as needed.
• Aids in the preparation and distribution of monthly and quarterly reports.
• Maintains insurance files for coverage required by tenants and vendors.
• Responsible for notifying tenants and vendors thirty days before the expiration of insurance certificates.
• Aids in scheduling and assigning work orders.
• Collects utility bill back information and inputs into records.
• Aids with orders as needed.
• Develops and maintains positive tenant relations by creating and sustaining good will and providing consistent responsive quality service.
• Aids in coordinating and assisting Property Manager and/or APM with tenant move-ins and move-outs.
• Aids in planning and implementing periodic tenant events.
• Aids in maintaining the tenant information manual and ensures that information is current and correct.
• Aids in producing tenant signs, keys, and directory information.
• Prepares and maintains tenant contact lists.

Job Qualifications

• Minimum of three (3) years administrative experience is required.
• A high school diploma is required.
• Commercial real estate experience is preferred.
• Must possess strong interpersonal skills and an ability to work and communicate effectively with all levels of operations.
• Must have the ability to manage time and multiple projects efficiently and achieve required results.
• Must possess excellent customer service skills.
• Must be detail oriented and well organized.
• Proficient with Microsoft Office Suite (Excel, Word, Outlook).
• High proficiency in written and spoken English is required.
• Must be able to define problems, collect data, establish facts, and draw valid conclusions.
• Physical Demands may vary. The individual is occasionally required to sit, stoop, kneel, and crouch. The individual may need to lift up to 20 pounds.
• Responsiveness – Need to perform responsibilities with an acute sense of urgency to meet the needs of others; respond to solve problems; willing to accept a variety of tasks associated with this position.
• Integrity – Demonstrate sound business ethics; consistently comply with organizational values; protect confidential information.
• Customer Service – Demonstrate optimum customer service delivery while performing all job functions.
• Communication – Able to clearly express ideas; present verbal information in a straightforward manner; ask questions in order to open channels of communication; listen to and understand perspectives of others.

Work Schedule

This is a full-time position. AQUILA’s normal hours of operation are Monday through Friday from 8:00am to 5:00pm. The hours will be worked in the AQUILA office located at Campus at Arboretum, 10415 Morado Circle, Austin TX. Computer and software will be provided.

References

We will check references submitted as deemed necessary. Oh and, no calls please. We’re super busy and would love to talk, but let us get back to you.