(JOB SUMMARY)

The Administrative Coordinator is responsible for supporting office operations, security coordination, and tenant relations to ensure efficient workflow and communication across departments. This role serves as the primary point of contact for incoming calls, visitors, and vendors, providing professional customer service and administrative support.
Key responsibilities include processing accounts payable, maintaining organized records, managing financial data for capital projects, and coordinating with security officers to distribute essential communications. Additionally, the role involves handling security-related documentation and tracking security reports. In tenant coordination, the Administrative Assistant manages construction documents, facilitates contractor inquiries, and assists with tenant site surveys.
This position requires strong organizational, communication, and multitasking skills. The primary objectives are to enhance operational efficiency, maintain accurate records, and support seamless coordination between departments and tenants.

(REQUIREMENTS)

The What You Bring to the Table section details the required education, experience, skills, certifications, and any other specific requirements necessary to succeed in the role:
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Education: Associate of Arts in Business Administration at Hostos Community College.

• Experience: Over 7 years of customer service experience.
• Skills: Office administration and clerical support, data entry and record keeping, MS proficient, notary public services, file and document management, customer service and professional etiquette.
• Certifications: Notary Public Certification, Microsoft Office Specialist
• Other Requirements: Must be able to stand, walk, sit, bend, stoop, crouch. Must use hands to reach, grasp, handle, pull and push up to 25lbs. Must have good near and far vision and must be able to hear, talk, smell.

(DUTIES/RESPONSIBILITIES)

Tenant Coordination Tasks and Responsibilities:

• Receive, organize, stamp, and deliver construction drawings and plans to and from the Executive Office.
• Scan and upload plans to the construction drive, ensuring accurate digital records.
• Maintain and organize tenant folders, ensuring that all construction drawings and plans are properly filed and easily accessible.
• Handle tenant contractor inquiries, responding promptly and directing them to the appropriate department as needed.
• Receive tenant’s general contractor’s checks and requests and distribute to appropriate personnel.
• Assist with facilitating tenant site surveys.
• Track vacant tenant space FPL accounts – open and close as needed with FPL.
• Attend weekly tenant coordination/construction meetings.
• Record and distribute minutes from Monday construction meetings, ensuring all relevant parties are informed and action items are clearly communicated.
• Notarize tenant GC and Landlord permit applications and NOCs.

Office Tasks and Responsibilities:

• Assist in answering the telephone in a timely, courteous, and friendly manner. Direct incoming calls following proper phone procedures and company policy, take and distribute messages.
• Direct visitors and inquiries to the correct department and/or person.
• Provide Administrative support with special projects as needed.
• Processes accounts payable (invoices) for the retail operation by coordinating with all department leads and follows up to ensure timely approval of invoices and submits to accounts payable.
• Organizes and maintains file system and files correspondence and other records.
• Conducts research, compiles, and creates statistical reports for accounting purposes.
• Coordinate with security officers to distribute memos and communications to tenants.
• Maintain and update the Capital Projects spreadsheet, tracking and managing relevant financial data.
• Communicate regularly with Accounts Payable to follow up on payment statuses and ensure timely processing.
• Serve as a Notary Public for relevant company documents.

This job description does not imply that the listed duties are the only responsibilities to be performed by the employee in this position. Employees may be required to carry out other job-related tasks assigned by their supervisor or management.