Temporary: On-Site Property Coordinator - Downtown

Job Description

Job Description

Position Summary

Provide comprehensive administrative and operational support to the Real Estate Manager, Senior Real Estate Manager and/or Property Management Team to ensure the efficient operation of commercial properties. Serve as primary point of contact for tenants, vendors, and on-site personnel while supporting financial, maintenance and lease administrative activities.

Key Responsibilities

Property Administration & Tenant Relations

• Manage incoming phone calls, emails and correspondence, directing inquiries to appropriate team members and resolving routine issues.
• Maintain organized electronic and physical property records, ensuring accurate filing and document management.
• Communicate with tenants regarding scheduled maintenance, building updates, service requests, and operational matters.
• Coordinate tenant move-ins and move-outs, including access cards, key distribution, emergency contact updates and Fire Warden assignments.
• Maintain current tenant, vendor, and property information databases.

Maintenance & Operations Support

• Process and track tenant maintenance requests through the work order system.
• Coordinate with building staff and vendors to ensure timely completion of maintenance services.
• Review daily security reports and escalate concerns to management as needed.
• Conduct bi-weekly janitorial inspections and follow up on corrective actions.
• Assist with lease compliance activities including service coordination, tenant vendor insurance compliance, and tenant bill-back administration.
• Ensure electronic property folders are kept organized, and documents are filed in appropriate sub-folders in the shared drive.

Financial & Vendor Administration

• Upload, code, and maintain vendor invoices in Yardi in accordance with approved budgets and accounting procedures.
• Process utility invoices and maintain organized electronic vendor files.
• Prepare purchase orders, service agreements, and related documentation as directed by Manager.
• Assist with monthly financial reporting, invoice reconciliation, and budget tracking.
• Support annual budget preparation by gathering vendor pricing, entering budget data, and maintaining supporting documentation.
• Coordinate new vendor setup processes, including collection of required tax and insurance documentation.

Compliance & Reporting

• Monitor vendor insurance certificates and maintain compliance tracking logs.
• Prepare bill-back notices and tenant correspondence as directed by Manager.
• Maintain work order logs, prevailing wage records, and other operational records.
• Ensure timely completion of administrative tasks and reporting deadlines.
• Participate in ongoing professional development and company-required training programs.

Qualifications

Education & Experience

• High school diploma or GED required, bachelor’s degree preferred.
• One or more years of administrative, property management, or related experience preferred.
• Commercial property management of high-rise office building experience is a plus.
• Experience with Yardi or similar property management software preferred.

Technical Skills

• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Working knowledge of Adobe Acrobat.
• Strong data entry, document management, and reporting skills.
• Able to quickly learn new software and systems.

Core Competencies

• Exceptional organizational skills with strong attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Strong analytical and problem-solving abilities.
• Strong written and verbal communication skills.
• Professional, customer-facing approach when interacting with others.
• Self-motivated team player with the ability to work independently and collaboratively.

Work Environment

This position is primarily office-based and requires regular use of computers, phones, and office equipment. The role may involve occasional walking throughout the property, light lifting (up to 20 pounds), and interaction with tenants, vendors, building staff, and clients.

Performance Standards

• Maintain a professional appearance and demeanor.
• Demonstrate reliability, punctuality, and accountability.
• Complete assignments accurately and within established timelines.
• Effectively prioritize workload and adapt to changing business needs.
• Deliver exceptional customer service and support organizational goals.

Company DescriptionMeissner Commercial Real Estate Services is an outstanding company specializing in real estate management. Based in San Diego, we are known for surpassing expectations and offering proactive, personalized services to clients across California. Our team of professionals excels in the commercial real estate sector and is always committed to achieving success. We are currently looking for exceptional candidates who thrive in a fast-paced setting and recognize the importance of supporting commercial properties. If you join us, you will be part of an exhilarating journey with a dynamic team that is dedicated to providing excellent service to our clients.

Company Description

Meissner Commercial Real Estate Services is an outstanding company specializing in real estate management. Based in San Diego, we are known for surpassing expectations and offering proactive, personalized services to clients across California. Our team of professionals excels in the commercial real estate sector and is always committed to achieving success. We are currently looking for exceptional candidates who thrive in a fast-paced setting and recognize the importance of supporting commercial properties. If you join us, you will be part of an exhilarating journey with a dynamic team that is dedicated to providing excellent service to our clients.