Job description

The Property Management Coordinator is a permanent position at the Research Triangle Foundation of North Carolina (RTF). This position is will provide administrative assistance to the Property Management team and plays a vital role in maintaining positive relations among tenants, vendors and various stakeholders.

Duties and Responsibilities

- Assist property management team in all aspects of managing multiple properties.

- Monitor the Property Management mailbox and escalate urgent issues as needed to the appropriate team member.

- Ensure all maintenance requests from tenants are reviewed, assessed, assigned and completed (i.e. work orders) in Building Engines Software. Communicate pricing/bill back information to tenants prior to performing/completing applicable work orders.

- Provide necessary documentation/support for tenant billbacks to Accounting.

- Assist with sourcing vendors for property maintenance and repairs and the bidding process to ensure client compliance.

- Maintain current vendor, tenant, and contractor records.

- Obtain Certificates of Insurance (COI) for each tenant, vendor, and contractor. Track and maintain current COIs annually.

- Support tenant inquiries and resolve issues.

o Follow up with tenants promptly

- Collaborate with Accounting Team members for Tenant information and accounting system updates in Yardi.

- Receive, log, and properly code all invoices and review with management for approval.

- Check all invoices for accuracy; work with accounts payable and vendors on clearing up any billing problems.

- Process and maintain good records for all security devices, including keys and access fobs.

- Issue tenant keys/programming access fobs.

- Maintain current tenant emergency contact information.

- Prepare contracts for property maintenance and building construction as requested.

- Create, organize and maintain electronic files on the shared drive as appropriate.

- Arrange and document the transition of utility accounts relative to new and departing tenants.

- Deliver tenant notifications as directed by management.

- Coordinate the execution and collection of all necessary documents for tenant files (i.e. leases, amendments, riders, build-out and site plans, estoppel letters, etc.)

- File correspondence and other records in leases and/or appropriate files.

- Coordinate and arrange meetings, reserve conference lines and facilities, and communicate meeting information respectively.

- Perform all general office duties including answering telephones, upkeep of equipment, ordering of supplies, and other duties as assigned.

- Assist with tenant relation functions as assigned.

Required Qualifications

· An associates degree or 2-3 years of relevant experience in construction, property management, or related field.

· An outgoing personality and a positive work ethic.

· Strong customer service skills.

· Ability to work effectively both independently and as part of a team

· High level of competency using Microsoft Office software (including Microsoft Word, Excel, PowerPoint and Outlook)

· Ability to create and maintain spreadsheets and generate related reports

· Experience with Yardi software is a plus

· Exceptional verbal and written communication skills

· Strong organization and high attention to detail.

· Excellent time management skills

Physical Demands

· Ability to communicate orally with customers, vendors, management co-workers. Regular use of telephone and email for communications is essential.

· Sitting for extended periods of time is common. May require a fast paced approach at times as well as moving light furniture and equipment.

· Hearing, vision and speaking within normal ranges is essential for normal conversations, to receive information and to prepare/inspect documents.

· Good manual dexterity for the use of common office equipment, such as computers, calculators, copiers, etc. is required.

Work Environment

The job is mainly performed indoors in a traditional office setting. Activities include extended periods of sitting, some fast paced events and general administrative tasks.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The Research Triangle Park does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, retaliation, parental status, military service, or other non-merit factor.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience level:

• 1 year
• 2 years

Schedule:

• Evenings as needed
• Monday to Friday
• Overtime

Education:

• Associate (Preferred)

Experience:

• Property Management: 1 year (Required)
• Administrative: 1 year (Required)

License/Certification:

• Driver's License (Preferred)

Shift availability:

• Day Shift (Preferred)
• Night Shift (Preferred)

Work Location: In person

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