Office Manager - $75,000 To $95,000

We are looking for a Senior Asset Services Coordinator/Office Manager to join our Asset Services team in San Diego. The Senior Asset Services Coordinator assists the Asset Services Team with general office assistance and collaborates with the team on all aspects of portfolio management.

Essential Duties and Responsibilities:

Administration

• Initiate tenant notification letters and e-mails as needed
• Collaborate with Asset Services Team with special projects (e.g. small building improvements projects which include but not limited to patch & paint, furniture installation and upgrade common area amenities)
• Support lease administration, prepare lease summaries and exhibits, and track tenant insurance certificates, and tenant vendor contracts
• Assist in annual budget preparation
• Assist with follow up with respect to vendor services to ensure quality control (e.g. monthly/quarterly janitorial walks, landscaping and follow up with small building improvements)
• Field tenant operation requests and coordinate services if necessary
• General office administration: ordering supplies, preparing FedEx, etc.
• Direct janitorial, security and engineering staff
• Input and maintain Angus work order system
• Assist in planning all tenant events, parties, and gifts
• Administer access control system (issuing key cards and maintaining database)
• Facilitate the preparation of company related materials

Contract Administration

• Track contracts with pending signatures
• Prepare service contracts/purchase orders and track vendor insurance certificates
• Participate in bid process when searching for new vendors and renewing contracts
• Maintain spreadsheets to track all current contracts in region
• Track and maintain COI log for vendors

Accounting

• Type, file and maintain purchase orders and invoice files
• Code invoices and obtain Manager’s approval
• Research invoices in property management account software when necessary
• Maintain budget tracking spreadsheets
• Assist with monthly accruals annual budgets, quarterly CAM and year-end reconciliations
• Track tenant receivables, follow up on outstanding balances and prepare delinquency reports
• Audit open purchase orders monthly
• Prepare utility cost/consumption reports when necessary

Qualifications and Experience:

• Bachelor's degree in Business, Accounting, Finance or related field required
• At least 3 years of experience in property management and/or commercial real estate
• Valid driver's license
• Exceptional communication and people skills
• The expected base salary range for this position is $75,000 USD to $95,000 USD annually. This salary range is an estimate, and the actual salary may vary based on the consideration of many factors, which may include, but are not limited to: the individual’s knowledge, experience, education, qualifications, skills, job location, and the Company’s compensation practices
• Strong customer service skills
• Strong accounting background and familiarity with lease provisions and lease administration
• Proficient in MS Office (Word, Excel, PowerPoint)
• Experience with JDE or other property management accounting software a plus