Property Coordinator (Commercial)

Property Management
Posted: 12/30/2021
Full Time
Oakland, CA
We are looking for a Property Coordinator to join our commercial team. The Commercial Property Coordinator's primary responsibility is to provide administrative and operational support for the efficient running of the management office and assigned properties within a specified portfolio.

CIM’s On-Site Property Management department is responsible for the asset management and operational services in office, multi-family residential, retail, mixed-use and hotel product types. Our properties are predominately located in the urban regions in Southern California, Northern California, Texas, New York City, Washington D.C., Charlotte, and Chicago. 
  • Receive, respond to and direct incoming phone calls.  Greet tenants and third-parties who visit CIM offices in person.  Establish and maintain position relationships with tenants, vendors and guests.
  • Receive, open and distribute incoming mail. Manage outgoing correspondence and other mailings.
  • Schedule meetings, events, use of common area conference rooms, etc.
  • Prepares invoices for payment by reviewing, coding and processing all accounts payable in accordance with budget guidelines, scans and inputs into accounting system for payment.
  • Generates all tenants’ billings including rent and above standard invoices on a monthly basis.
  • Creates and enters work order requests that are received either by phone or e-mail and distributes to appropriate person.
  • Maintains on-site records in compliance with company policies and procedures. The maintenance function includes tasks inherent in organizing and filing office records and reports. Examples include:
  • Certificates of Insurance for both Tenants and Vendors
  • Tenant and Vendor Files
  • Critical date files used to notify management of upcoming dates well in advance of their occurrence.
  • Function as day-to-day liaison with third-parties, including tenants, construction contractors, security service, vendors, cleaning contractor and others.  Communicate routine needs and respond to third-party requests. Escalate significant issues to management as necessary.
  • Support property management in establishing and maintaining a positive tenant relations program, assuring good public relations and tenant satisfaction programs for CIM by professionally and effectively aiding and assisting tenants with any problems that arise.
  • Assist with coordination of tenant move-ins/move-outs, lease executions/terminations, tenant signage, etc.
  • Maintain an effective program of producing finished copies of all written materials and correspondence.  Update directories and address lists such as the emergency call lists for management office personnel, tenants and vendors.
  • Assist property management with preparation of the annual budget and provide on-going support with variance analysis, reporting, etc.
  • Function as liaison between assigned properties and CIM asset managers, leasing representatives, development personnel and other internal parties with business-driven projects, opportunities, questions, etc.  Support activities may include but are not limited to:
  • assuring space is in show-ready condition; provide input as leases are negotiated;
  • participate in due-diligence activities as appropriate;
  • gather and analyze financial and statistical data for decision-making.
  • Maintain office supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies and verifying receipt of ordered items.  Exercise cost-controls on ordering and use of supplies.
  • Maintain office equipment, including photocopy machines, fax machines, postal machines, etc., in working order.  Provide assistance with minor trouble-shooting and notify repair providers as needed.
  • Assistance with or make employee business travel arrangements as needed.
  • EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)
  • Bachelor's Degree preferred
  • One year of office and clerical experience in a commercial office environment.
  • Experience with policies and procedures related to the efficient and effective running of a property management office for commercial or retail assets including but not limited to, property operations, leasing, development, construction, safety regulations, etc.
  • Must possess a valid state-issued driver’s license.
  • MS Office including Excel, Word, PowerPoint
  • Familiar with Nexus Payables or similar software application.
  • Familiar with Yardi or similar software application.
  • CIM does not accept unsolicited resumes from Agencies.  Any unsolicited resumes received from Agencies will be considered property of CIM and no fees will be due or paid.  If you wish to become an approved Agency with CIM or any of its Affiliates, please contact a member of the CIM Talent Acquisition Team.