Property Administrative Coordinator in Peoria, Illinois at PHD Services LLC

The Property Administrative Coordinator is responsible for providing comprehensive administrative, customer service, property operations, and office support. This position will serve as an important point of contact for tenants, vendors, contractors, visitors, employees, and management. This position requires strong organizational skills, professionalism, attention to detail, communication skills, and the ability to manage multiple responsibilities and priorities. The Property Administrative Coordinator will also assist with property access, service requests, work orders, documentation, social media, tenant communication, and general business development activities.

Typical Job Responsibilities:

Property and On-Site Administrative Support

1. Perform the duties currently assigned to on-site security personnel, excluding any licensed security functions.
2. Greet and assist tenants, vendors, contractors, and visitors.
3. Monitor general building activity and report maintenance, safety, access, or other property concerns to management.
4. Create employee, tenant, vendor, and visitor badges as authorized.
5. Coordinate building access, access cards, keys, and other approved access credentials.
6. Maintain accurate records of building access, badges, keys, and related information.
7. Communicate with appropriate property personnel regarding access changes.

Tenant and Customer Service

1. Answer and direct tenant calls for the local property and other managed properties.
2. Provide professional and courteous customer service to tenants, vendors, contractors, visitors, and business contacts.
3. Receive, document, and respond to tenant questions, concerns, and requests.
4. Direct issues to the appropriate manager, supervisor, contractor, or service provider.
5. Follow up on outstanding tenant concerns and service requests to ensure timely resolution.
6. Maintain a professional and welcoming office and property environment.

Work Orders and Service Requests

1. Create, monitor, track, and follow up on work orders and service requests.
2. Communicate service requests to maintenance personnel, contractors, vendors, and management.
3. Monitor the status of open work orders and provide updates as needed.
4. Follow up with vendors and contractors to confirm completion of requested services.
5. Maintain accurate records of completed and outstanding work orders.
6. Escalate unresolved or urgent service issues to management.

Contractors and Vendor Coordination

1. Contact contractors and vendors to obtain bids and proposals for requested services.
2. Assist management with comparing and organizing contractor bids.
3. Schedule contractors and service providers as needed.
4. Coordinate access and scheduling requirements with tenants and property personnel.
5. Maintain records of contractor information, bids, proposals, and completed services.
6. Communicate professionally with contractors and vendors regarding scheduling and service requirements.

Administrative and Office Support

1. Perform general office and administrative support functions.
2. Draft, send, receive, and respond to emails.
3. Answer and direct telephone calls.
4. Maintain organized electronic and paper records.
5. Maintain administrative documentation and property records.
6. Enter and update information in spreadsheets, databases, and company systems.
7. Prepare correspondence, reports, forms, notices, and other documents.
8. Assist management with scheduling, meetings, projects, and other administrative needs.
9. Maintain calendars and track deadlines, appointments, and follow-up items.

Document Preparation and Review

1. Type, prepare, and process lease amendments and other property-related documents.
2. Review documents for completeness, accuracy, and required information.
3. Organize and maintain leases, amendments, contracts, proposals, forms, and other property documentation.
4. Assist management with document preparation and review.
5. Track document requirements, expiration dates, renewals, and follow-up items.
6. Ensure documents are properly filed and readily accessible.
7. Maintain confidentiality of tenant, vendor, property, and company information.

Social Media and Marketing

1. Assist with managing company and property-related social media accounts.
2. Create and post approved company updates, property information, employee recognition, community involvement, and other content.
3. Assist with gathering photographs, videos, and other content for social media and marketing purposes.
4. Maintain a professional and consistent company image across social media platforms.
5. Monitor social media messages and inquiries and direct them to the appropriate person when necessary.
6. Assist with developing ideas to improve company visibility and community engagement.

Business Development and Outreach

1. Conduct cold calls to prospective tenants, customers, vendors, and business opportunities.
2. Conduct email outreach to prospective tenants and potential business opportunities.
3. Maintain records of outreach activities and follow-up opportunities.
4. Assist management with identifying and developing new business opportunities.
5. Follow up with prospective tenants and business contacts as directed by management.
6. Maintain a professional and positive representation of the company during all outreach activities.

Other General Responsibilities

1. Maintain confidentiality of company, tenant, employee, vendor, and property information.
2. Follow all company policies and procedures.
3. Maintain professional relationship with tenants, vendors, contractors, visitors, and employees.
4. Communicate effectively with management and other members of the organization.
5. Assist with special projects and other relevant duties as assigned.
6. Maintain a professional appearance and conduct at all times.
7. Take initiative to identify issues and communicate them to management before they become larger problems.

• High school diploma or general education degree (GED) equivalent; additional administrative education preferred.
• Previous administrative, property management, customer service, or office experience preferred.
• Strong verbal and written communication skills.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Proficiency in Microsoft Office, email, spreadsheets, and general computer applications.
• Ability to learn and utilize work-order, property management, and other company software.
• Ability to communicate professionally with tenants, vendors, contractors, and visitors.
• Ability to handle confidential information.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to prioritize multiple tasks and meet deadlines.
• Professional, dependable, and customer-service orientated