We are looking for a Property Coordinator to join us on this exciting new opportunity. The Property Coordinator is primarily responsible for administrative and operational support for the efficient running of the management office and assigned commercial properties within the portfolio.
CIM’s Property Management department is responsible for the asset management and operational services in office, multi-family residential, retail, mixed-use and hotel product types. Our properties are predominately located in the urban regions in Southern California, Northern California, Texas, New York City, Washington D.C., Charlotte, and Chicago.
ESSENTIAL FUNCTIONSReceive, respond to and direct incoming phone calls. Greet tenants and third-parties who visit CIM offices in person. Establish and maintain position relationships with tenants, vendors and guestsReceive, open and distribute incoming mail. Manage outgoing correspondence and other mailings Schedule meetings, events, use of common area conference rooms, etc. Prepares invoices for payment by reviewing, coding and processing all accounts payable in accordance with budget guidelines, scans and inputs into accounting system for paymentGenerates all tenants’ billings including rent and above standard invoices on a monthly basis Creates and enters work order requests that are received either by phone or e-mail and distributes to appropriate personThe maintenance function includes tasks inherent in organizing and filing office records and reportsFunction as day-to-day liaison with third-parties, including tenants, construction contractors, security service, vendors, cleaning contractor and others. Communicate routine needs and respond to third-party requests Escalate significant issues to management as necessarySupport property management in establishing and maintaining a positive tenant relations program, assuring good public relations and tenant satisfaction programs for CIM by professionally and effectively aiding and assisting tenants with any problems that arise. Assist with coordination of tenant move-ins/move-outs, lease executions/terminations, tenant signage, etc. Maintain an effective program of producing finished copies of all written materials and correspondenceUpdate directories and address lists such as the emergency call lists for management office personnel, tenants and vendorsAssist property management with preparation of the annual budget and provide on-going support with variance analysis, reporting, etc. Maintain office supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies and verifying receipt of ordered itemsExercise cost-controls on ordering and use of suppliesMaintain office equipment, including photocopy machines, fax machines, postal machines, etc., in working order. Provide assistance with minor trouble-shooting and notify repair providers as needed Assistance with or make employee business travel arrangements as needed Function as liaison between assigned properties and CIM asset managers, leasing representatives, development personnel and other internal parties with business-driven projects, opportunities, questions, etc. Support activities may include but are not limited to: Assuring space is in show-ready condition; provide input as leases are negotiated Participate in due-diligence activities as appropriate Gather and analyze financial and statistical data for decision-makingMaintains on-site records in compliance with company policies and procedures. Examples include: Certificates of Insurance for both Tenants and Vendors Tenant and Vendor Files Critical date files used to notify management of upcoming dates well in advance of their occurrence
EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.) Bachelor's Degree highly preferred One year of office and clerical experience in a commercial office environmentExperience with policies and procedures related to the efficient and effective running of a property management office for commercial assets including but not limited to, property operations, leasing, development, construction, safety regulations, etc. Must possess a valid state-issued driver’s licenseRead and interpret documents such as office equipment maintenance and instruction manuals, company policies and procedures documentsAbility to write simple correspondence and/or reportsAbility to effectively present information to tenants, vendors, contractors and other employees of the organizationAbility to read, analyze and interpret lease agreements, financial reports and/or legal documents Ability to respond to common inquiries or complaints from tenants, regulatory agencies, other areas of the company, and/or members of the business communityMS Office including Excel, Word, PowerPoint Familiar with Nexus Payables or similar software applicationFamiliar with Yardi or similar software application