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Administrative Specialist

BG Staffing, Inc.

This is a Full-time position in Miami, FL posted October 2, 2021.

At BG Talent we’re constantly seeking innovative ways to connect our clients with best people in the Commercial Real Estate industry.

We offer virtual interviews; apply and interview from the comfort of your own home!

If BG Talent sounds like a fit, apply today! We also reward referrals! 

If you have experience in the following Commercial Real Estate industry but not limited to:

ADMINISTRATIVE:

• Certificate of Insurance Tracking – COI’s must be maintained and updated on a monthly basis for both Tenants and Vendors.

• General Filing – PA is responsible for ensuring all document/paperwork is properly filed (weekly).

• Repair Service – Contact’s repair service vendors when necessary or requested by team member.

• Overnight Mail –Prepares express mail packages and monitors supply levels and replenishes as necessary.

• Office Supplies – All supplies monitored and ordered as needed.

•Budget Preparation – Assists team members with budget preparation for the property as requested.

ACCOUNTING:

• Accounts Payables – Property Associate is responsible for ensuring all invoices for the property are received properly coded and paid in a timely manner.

• W-9’s – Obtains completed W-9 forms from all vendors.

• Manual Adjustment – PA will prepare manual adjustment forms for all miscellaneous Tenant Service Request

• Rent Statements – responsible for pulling, compiling, and providing TSRs to AGM for review/approval. Compiles all necessary documents and issues statement to tenant by the 20th of every month.

OPERATIONS:

• Tenant Service Request –daily review of TSR’s noting completion times or dates if beyond acceptable limits, whether job performed to satisfy TSR, etc. Work with staff to ensure discrepancies and address accordingly.

• Contracts – draft contracts as requested by managers within 48 hours of the request.

• Contract Summary – maintain and update as needed

• Special Requests – coordinate estimates upon request for tenant approval and schedule appropriately with third-party vendors (dumpsters, cleaning, pest control, security, electrician, carpenter, etc.)

• Manage daily amenity operations; conference center, theater, and fitness center (order supplies, coordinate repairs/maintenance, reservations, billing, etc.)

TENANT RELATIONS:

• Customer Service – Provide superior customer service to all tenants, clients, and vendors at all times.

• Tenant Events – PA is responsible for the planning and coordination of all scheduled tenant events at the property.

• Tenant Handbook – review, update and revise as necessary. Coordinate distribution of updates or revisions to all tenants.

• Tenant Notification –Prepare tenant memos and correspondence as directed by Managers regarding building holidays, upcoming events, etc.

• Safety Warden Meetings – Work with Director of Security to plan annual safety warden meeting.

• Tenant Move-In’s/Move-Out’s – coordinate all arrangements, notifications, logins and acquire proper authorization, forms and documents and collect certificate of insurance as necessary. • Contact Lists –maintain and update no less than monthly tenant and inter-office employee contacts lists to include emergency contact numbers.

Job Requirements:

PROFESSIONAL QUALIFICATIONS:

• Microsoft Office proficiency.

• Workplace experience in an office setting.

• Previous Commercial Real Estate Experience

• Planning and Organizational skills.

•Dedication to excellent customer service.

• Dealing with Ambiguity – can effectively cope with change.

•Professional tact and presentation.

• Learning quickly and being able to absorb the information.

• Self-Starter.

• Written/Oral communications – ability to speak and write clearly and concisely, get messages across that have the desired effect.

• Attention to detail.

 We want to hear from you. If interested in learning more about BG Talent and the opportunities we offer, please apply to this job post!