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Kite Realty Group · 21 hours ago

Administrative Coordinator-Property Management (Commercial Real Estate)

Ashburn, VA

Full-time

Onsite

Entry Level

2+ years exp

Kite Realty Group Trust is a real estate investment trust headquartered in Indianapolis, IN, focused on open-air shopping centers and mixed-use assets. They are seeking an Administrative Coordinator to support the Property Management team, handling various administrative tasks including communication with tenants and vendors, document preparation, and maintaining databases.

Real Estate

Responsibilities

Answer and respond to telephone calls in a professional, businesslike manner focusing on strong customer and tenant service results

Communicate via email with tenants, vendors, shoppers, and co-workers in a timely and responsive manner

Call tenants to collect sales reporting information

Preparation and mailing of Tenant Coordination/Property Management handoff letters

Draft memos, letters, reports, service contracts and other documents for review by Property Management

Research leases and lease language as it relates to tenant lease violations

Update, maintain tenant/vendor contact information in Salesforce.com database

Assist in completing property service questionnaires surveys and management agreements; amend and file for each property on an annual/semi-annual basis

Type, compile, record, track, approve, file various documents coming through the tenants, property managers, vendors and/or other departments

Complete expense reports

Assist with main phone line coverage rotation

Send out closing notices and update the tracking sheet

Manage the Alarm and Emergency Contact List spreadsheet

Manage the utilities spreadsheet

Update Tenant Handbooks, producing Property Management contact page for the Tenant Coordination Manual (New Tenant Handbook)

Type, process, record and file Vendor service agreements, including Certificates of Insurance. Process any additional correspondence - termination letters, invoices, etc. Update and maintain the accounting/auditing spreadsheet that tracks all of our agreements

Type, process & file letters to tenants requesting lease required space/sign maintenance

Manage Tenant Satisfaction Surveys

Manage Tenant sales reporting data and recording in the accounting system

Act as a Subject Matter Expert and system administrator for Fyxt as utilized by the Property Management Department on a day-to-day basis

Update/maintain tenant/vendor contact information

Assist in tracking Ancillary Income paperwork

Qualification

Microsoft Office SuiteCustomer communicationFYXT systemBachelor's degreeOffice management skillsProfessional interaction

Required

Requires previous support experience of multi-person/team along with high level office management skills

Bachelor's degree (B.A./B.S.) from a four-year college or university preferrable; or a minimum of 2 years of related experience and/or training; or equivalent combination of education and experience

Must be proficient at Microsoft programs Outlook, Word, Excel, & PowerPoint

Must be trainable and/or have previous experience with FYXT system

Requires experience in customer (tenant & vendors) communication & correspondence

Ability to interact with all levels of the organization professionally and confidently as well as with tenants and customers of the property