We are looking for a Property Administrator to assist in directing and coordinating activities of on-site management. This person will assist in effectively implementing procedures, cost controls and policies, maintaining good tenant and client/owner relations, as well as assisting the Property Management team in maintaining invoice records and contacting vendors/setting up accounts. 

Responsibilities: 

• Answer management phones and assist with Tenant needs 
• Respond to inquiries by providing routine information and or taking and delivering messages. 
• Receive and distribute and review all purchase orders, track purchase orders in Workspace, alert personnel of any problems or unresolved purchase orders, run monthly reports. 
• Coordinate special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives etc. 
• Maintain inventory of office supplies and property staff directory. 
• Monitor outside vendors for compliance of contracts and certificate of insurance 
• Assist with preparing and administering service agreements 
• Establish and maintain record keeping and filing systems; classifies, sorts and files correspondence for tenant files and other documents 
• Responsible for accounts payable, accounts receivable and reporting. 
• Organize and code invoices in Workspace 
• Assist Chief Engineer with update of electrical analysis worksheet as utility invoices come in 
• Responsible for issuing Purchase Orders, tracking, and assigning the purchase orders to invoices as they are processed for payment 
• Applying tenant rents and open credits 
• Compiling and reviewing Tenant Billings and other misc. charges 
• Provide management team with aged delinquency reports and send late letters  

Desired Competency, Experience and Skills: 

• Must have a minimum high school education. Associates, B.A. or B.S. college degree preferred 
• Minimum of 2 years previous commercial property management experience 
• Experience with MRI, Workspace and Yardi software 
• Previous experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, commercial leases. 
• Possess professional demeanor and excellent interpersonal skills. 
• Have access to reliable transportation and maintain a valid driver's license. 
• Computer literate and proficient on MS Word, Excel, PowerPoint, 
• Excellent communication skills, both verbal and written 
• Ability to work independently 

This position is 100% in-office. The role requires working in office during standard business hours. Remote work or telecommuting is not an option for this position.

VSC Fire & Security is seeking candidates for the position of Contract Booking Administrator.

What we offer:

• Competitive salary. Range $23.00 - $33.00 and up based on experience (overtime eligible).
• Monday - Friday 
• Options for Medical, Dental and Vision insurance for you and your family.
• A 401K plan with a company match.
• PTO and Paid Holidays.
• Opportunities for training and advancement.
• Relevant educational and licensure reimbursement for qualified candidates.
• Health Savings Account (HSA).
• Life Insurance.
• Employee Assistance Program.
• Referral Bonuses.

What you need:

• High school diploma or equivalent; a college degree is a plus.
• Proven experience in scheduling, booking or administrative coordination roles.
• Experience reading and comprehending complicated contracts accurately to company standards.
• Strong organizational and multitasking skills with a high attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team in a fast paced environment.
• Problem-solving skills with a focus on customer service.
• Desirable (but not required):
  • Experience with Service Trade.

What you will do:

• Receive and input inspection contracts and service bookings into ServiceTrade. Other contract types may be included.
• Collaborate contracts with internal stakeholders and update systems with accurate details.
• Monitor and adjust agreements and services as needed to accommodate changes.
• Serve as the primary point of contact for internal clients regarding agreement/booking inquiries, changes and confirmations.
• Coordinate with internal teams to relay agreement/booking details, special requirements. or adjustments.
• Resolve concerns related to agreement/booking in a professional and timely manner.
• Maintain accurate and up-to-date records in Service Trade.
• Generate and distribute reports for management and team use.
• Suggest and implement improvements to agreement/booking procedures to enhance efficiency and customer satisfaction.
• Work closely with the team to streamline processes and leverage technology for optimal agreement management.
• Partner with other departments, such as sales, operations, and customer service to ensure smooth service delivery.
• Support administrative tasks related to agreements/bookings and follow up as needed.