Office Coordinator

• Greet guests, offer refreshments, and coordinate connecting visitors/vendors with appropriate personnel.
• Screen incoming calls and correspondence, respond independently when possible, forward calls to appropriate personnel or department, and manage missed calls/voicemails. Handles inquiries about the organization and provides callers/senders with appropriate information.
• Screen incoming resident calls via the Resident Hotline and routes calls as needed to the appropriate Regional Manager.
• Retrieve, process, and route incoming/outgoing mail. Coordinate pick-up and delivery of express mail services (FedEx, UPS, Courier, Certified USPS) and manages the mail room/area.
• Assist with the creation and distribution of office-wide correspondence related to maintenance, events, policies, etc.
• Attend office-based meetings and take notes/minutes as needed.
• Report updates or pertinent issues that need addressing to the Senior Administrative Assistant.

• Opening and closing procedures including but not limited to unlocking shared vestibule doors, picking up any debris in common areas, turning on/off lights and conference room TVs.
• Conference room management, including confirming reservations, tidying rooms after meetings, resolving scheduling conflicts, enforcing end times.
• Water common area office plants as needed.
• Maintain general office organization and tidiness including office storage areas.
• Maintain office records and documents as required.
• Maintain copier/fax machines which includes refilling with paper, toner, staples, etc. as needed.
• Monitor office & restroom supply inventory and place orders as needed.
• Maintain cleanliness of both the break room and the kitchen and always ensure they are presentable, including loading/unloading dishwasher(s), light dishwashing, restocking kitchen supplies daily (coffee creamers/sugars, soda/water in refrigerators and snack bins), descaling coffee machines and coordinating monthly refrigerator cleaning.
• Provides light janitorial work including removal of trash from common spaces and light cleaning in between scheduled janitorial visits.
• Work with Investco Safety Committee to ensure the office is following safety regulations.
• Key and FOB management for office entry and individual office/cubical storage.
• Provides administrative assistance to commercial and residential sites and managers as needed.

• Partner with Senior Administrative Assistant to plan and execute office events including holidays, birthdays, anniversaries, etc.
• Run errands for the office as needed (dropping off/picking up mail, picking up supplies for events, etc.)
• Partner with HR for New Hire Onboarding, specifically office tour, program training, headshots, and parking.
• Exercises discretion and independent judgement with respect to confidential matters for the Company.
• Assumes additional responsibilities and perform special administrative related projects as needed.

• Bachelor's or Associate's Degree preferred but not required.
• 1-2 years of relevant administrative/project related experience required.
• 1-2 years of property management experience desired.
• Excellent customer service skills.
• Highly proficient in Microsoft Office products (Outlook, Word, Excel, etc.)
• Ability lift and carry up to 25 lbs. without assistance.

• Present a professional, businesslike manner to clients, visitors, customers and the public.
• Detail-oriented with a passion for organization.
• Ability to work independently in an open office environment and collaboratively as needed.
• Ability to prioritize, manage multiple tasks, meet deadlines, and know when to ask for help and/or guidance to ensure deadlines are met consistently.
• Comfortable being the first point of contact for all incoming calls and guests.
• Identify and resolve problems in a timely manner; see tasks through to completion. If task is passed off, circle back to confirm solution is reached.
• Strong written and verbal skills including ability to deliver well-written business correspondence.
• Speak clearly and persuasively in positive and negative situations; listens and gets clarification as needed.
• Ability to change approach or method to best fit the situation; able to deal with frequent change, delays or unexpected events.
• Follow instructions, respond to management direction, and take responsibility for own actions.
• Ability to read, write and speak English fluently.

• Medical, dental, and vision
• FSA health and dependent care
• Group-term life and AD&D
• Long-term disability
• Voluntary life insurance
• Employee assistance program
• 401(k) with company match
• PTO
• 9 paid holidays
• Bereavement leave
• Jury duty leave

• Matching gift program up to $500 per year
• Continuing education reimbursement
• Employee referral bonus
• Wine and retail discounts
• Gym membership discount
• YMCA discount
• Discounts at the 5th Avenue Theatre

Tarragon Property Services