We are seeking an Asset Services Coordinator for an S&P 500 real estate investment firm for the San Diego office. The incumbent will be a highly skilled individual, who will be providing general office support to the Asset Services team, administering and coordinating any tenant and amenity related matters, and participating in all areas of portfolio management

Essential Duties and Responsibilities:
Administration

• Provide assistance with the host of amenities including but not limited to: restaurants, fitness centers, conferencing spaces, event spaces, organic gardens, memberships, etc.
• Initiate tenant notification letters and e-mails, as needed.
• Assist Asset Services Team with special projects.
• Assist in annual budget preparation.
• Track tenant receivables.
• Maintain budget tracking spreadsheet.
• Assist with Asset Services expense reports.
• Assist in all aspects of property maintenance.
• Redirect and prioritize work requests including entering tenant work orders in the work order system(s). Responsible for the close out of both tenant work order requests and PM work orders.
• Follows up with tenants to ensure satisfaction with tenant work order requests.
• Participate in and record minutes for site operating meetings.
• Responsible for drafting and sending distribution email blasts to tenants.
• Responsible for distributing and maintaining the tenant welcome package for the site.
• Responsible for all changes to tenant signage as well as all event signage in building lobbies.
• Other duties, as assigned.

Contract Administration

• Participate in bid process when searching for new vendors.
• Prepare all service contracts.
• Track contracts with pending signatures.
• Maintain spreadsheets to track all current contracts in region.
• Maintain current and complete certificate of insurance for all tenants and all vendors.
• Review all limits, coverage types, expirations and additional insured for compliance.

Accounts Payable

• Type, file and maintain purchase orders and invoice files.
• Match packing slips and purchase orders to invoices, code and obtain Manager’s approval.
• Research invoices in JDE when necessary.
• Copy and send signed invoices to corporate.
• Audit open purchase orders on a monthly basis.
• Prepare utility cost/consumption reports when necessary.

Qualifications and Experience:

• Bachelor’s degree required.
• 1 - 3 years of experience in science, technology, property management, real estate, event management and/or hospitality field preferred.
• Strong accounting background and familiarity with lease provisions and lease administration a plus.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) a must.
• Experience in Angus, Building Engines, Nexus and JDE a plus.
• Adobe InDesign experience, a plus.
• Client service-oriented attitude a must.
• Excellent verbal and written communication skills.
• Willingness to work as part of a team and support the team.
• Ability to multi-task in a fast-paced environment.
• Desire to pursue career in commercial real estate industry.

Vendor Management

• Independently direct all janitorial, security and landscaping staff
• Initiate and coordinate property walks and regular vendor meetings for our team

Qualifications and Experience:

• Bachelor's degree in Business, Accounting, or Finance
• 3+ years’ experience in property management and/or commercial real estate
• Experience in the Life Science space, a plus
• Strong accounting background and familiarity with lease provisions and lease administration
• Proficient in MS Office (Word, Excel, PowerPoint, Teams)
• Experience with JDE or other property management accounting software, a plus
• Exceptional communication and interpersonal skills
• Strong customer service skills