We are seeking a Senior Asset Services Coordinator within our Asset Services team located in our San Diego Region. The Senior Asset Services Coordinator provides general office support to the Asset Services Team and participates with the team in all areas of portfolio management of an S&P 500 commercial real estate firm.

Essential Duties and Responsibilities:

Administration

• Support lease administration, prepare lease summaries and exhibits, and track tenant insurance certificates, and tenant vendor contracts
• Administer access control system (issuing key cards and maintaining database)
• Input and maintain Angus work order system
• 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)
• Assist in planning all tenant events, parties, and gifts
• Facilitate the preparation of company related materials
• Assist in annual budget preparation
• General office administration: ordering supplies, preparing FedEx, etc.
• Field tenant operation requests and coordinate services if necessary
• 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)
• Direct janitorial, security and engineering staff

Contract Administration

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

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
• Audit open purchase orders monthly
• Prepare utility cost/consumption reports 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

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
• 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
• Exceptional communication and people skills
• Strong customer service skills
• Valid driver's license