Administrative Real Estate Coordinator

JOB SUMMARY

The Administrative Real Estate Coordinator will help facilitate the efficient daily operation of various commercial property locations and Nordblom’s Burlington, MA headquarters office by performing a variety of administrative, clerical, and accounting tasks. The position will assist our commercial property teams in accordance with the policies and procedures of Nordblom Management Company and provide daily support to the corporate office operations. The role will require detailed management and utilization of a variety of Real Estate software, tools, and recurring reporting forms that are essential to supporting the property management teams.

DUTIES/RESPONSIBILITIES

· Master company systems to provide Real Estate-related administrative, clerical, and accounting support such as:

o Enter, scan, and route invoices within accounting software (Timberline/Timberscan) including some software administrative duties.

o Create and edit Word documents, Adobe PDF documents, Excel spreadsheets, and PowerPoint presentations as needed to support the corporate office.

o Route tenant and vendor email and phone calls.

o Provide assistance in online management of Energy Star, Eversource, National Grid, and Verizon accounts.

o Manage Certificates of Insurance – have current insurance certificates on file that meet the minimum requirements specified in the management agreements.

o Maintain Master Administrative Password Manager for commercial property management team.

o Maintain Send Word Now (the Commercial Property Emergency Response System).

o Maintain Emergency Response Contact List and contact database.

o Assemble and distribute detailed monthly property reports to investment partners via PDF and other distribution tools.

o Prepare, organize, and distribute quarterly update of Commercial Property Emergency Response Plan using Adobe Pro.

· In addition, the role will provide ancillary office administrative tasks to support Nordblom’s corporate offices, including:

o Act as the outward face of Nordblom Company’s corporate office.

o Greet clients, visitors, and guests; determine the purpose of each person’s visit and escort them to the appropriate location. Answer, screen, and direct phone calls to staff; take messages.

o Send and receive USPS mail, Certified mail, documents, packages, and courier deliveries. Distribute items as necessary.

o As needed, coordinate meetings and appointments for Nordblom staff, including providing meeting assistance and demonstrating an expert knowledge of Conference Room and other office IT systems.

o Maintain Burlington corporate office, Kitchen, Conference Rooms, and Production Room supplies.

o Track Paid Time Off for Burlington corporate office employees.

o Prepare monthly management calendar.

o Assist in database management, including inputting and updating information in CRM.

KEYS TO SUCCESS

· Strong technology skills, including Microsoft Office Suite (Word, Excel, and PowerPoint), Adobe Pro, and Timberline/Timberscan.

· Placing a high priority on providing excellent customer service.

· Providing high attention to detail.

· Strong verbal communication, written communication, and interpersonal skills.

· Timeliness and accuracy of work product.

· Excellent organizational skills.

· Ability to exercise discretion and keep confidentiality.

· Enthusiasm for supporting the needs of a busy commercial property management team, headquarters office, and those who work there.

· Basic understanding of clerical procedures and systems such as record keeping and filing.

· A team player attitude.

· Ability to take initiative and work independently.

PREFERRED SKILLS

· One to two years of Real Estate experience

· Three to five years of office administrator experience

· Bachelor’s degree

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off

Schedule:

• 8 hour shift

Application Question(s):

• What about this position interests you?
• Describe your ideal workplace culture.
• Describe your approach to customer service.

Ability to Relocate:

• Burlington, MA 01803: Relocate before starting work (Required)

Work Location: In person