Administrative Services Coordinator

Job Description

Job Description

As an Administrative Services Coordinator, you will provide essential administrative support to a department or manager, ensuring smooth day-to-day operations. This role involves handling communications, managing documentation, and supporting internal processes.

Typical Responsibilities :

• Administrative Support : Perform general office duties such as document handling, filing, and coordination of routine tasks.
• Phone Management : Answer incoming calls, direct inquiries appropriately, and assist both internal and external stakeholders.
• Email Correspondence : Manage inbox communications, respond to inquiries, and maintain professional email exchanges.
• Staff Support : Assist assigned staff with various administrative tasks including phone support, drafting and distributing correspondence, expense reporting, calendar management, meeting coordination, filing, and copying.
• Records Maintenance : Maintain files related to tenants, vendors, and properties, including insurance certificates and lease abstracts, in accordance with established standards.
• Work Order Coordination : Open and monitor work orders, coordinating with vendors to ensure timely completion.
• Lease Administration : Prepare internal lease documents such as abstracts and assist with lease setup, changes, and reporting.
• Invoice Processing : Code invoices for payment, enter data into accounting systems, and forward originals for processing. Prepare accounts receivable (A / R) status worksheets and reconcile A / R.
• Collections Support : Where permitted, initiate rent collection communications and follow up with tenants.
• Financial Administration : Manage accounts payable and receivable, ensuring accurate coding and timely processing of invoices.

Required Skills :

Qualifications :