Project Coordinator

We are working with our client, Metro Commercial Real Estate to hire a Project Coordinator / Assistant Project Manager in Center City Philadelphia. This role will be onsite at the building M-Thurs with option for work from home on Friday.

The Assistant Property Manager/Project Coordinator is responsible for the supervision of the general administrative functions of the building.    

• Tenant Communications (establish a working relationship with the building tenants; respond promptly to any problem which may arise in a courteous and helpful manner; able to calm and direct tenants in emergency situations).   
  
• Responsible for the online Electric Tenant Solutions program to include updating billings rate, templates, add new users, etc. 
  
• Assist in the follow-up on outstanding work orders. Generate manual billings for tenant reimbursable work (done quarterly). 
  
• Assist with the coordination of all special requests of tenants for building services or construction work. 
  
• Accounts payable function to include processing all invoices for payment. 
  
• Prepare all purchase orders. 
  
• Prepare all service contracts. 
  
• Administrate tenant leases, including scheduling tenant moves into and out of building. 
  
• Keep track of monthly U&O Payments for tenants and mail monthly to lockbox. 
  
• Responsible for yearly Benchmarking (due March of every year). 
  
• Reconcile tenant GAS for the prior year.  They pay a portion over a certain $ amount. 
  
• DSX Security System – Create access levels, linking levels, etc. 
  
• Consult with all contracted service personnel regarding failures or deficiencies. 
  
• Track tenant and property utility trends to ensure for proper expenditures. 
  
• Maintain the receipt and management of all security deposits and Letters of Credits. 
  
• Assist with the supervision of security functions for protection of occupants, visitors, and property in accordance with Policy and Procedures, including coordination with other company-owned properties. 
  
• Prepare monthly accruals, variance reports and review monthly operating statements. 
  
• Assist in the yearly OPX Reconciliations and Estimates. 
  
• Assist in the yearly RTX billings. 
  
• Back bill owner for ½ services shared (telephone; Wi-Fi, copier, postage). 
  
• Responsible for all construction draw requests.  Tracks and monitors tenant allowance and expense management. Prepare summary applications and job analysis on a monthly basis. 
  
• Obtain and prepare quotations for extra tenant work to include new locks, miscellaneous paint job, electrical outlet installation, etc. 
  
• Maintain tenant accident and workmen compensation reports. 
  
• Assure that all Tenant & Contractor Certificates of Insurance are updated for all contractors, service providers and owner. 
  
• Create, implement, and enforce all forms associated with the Building Management Office. 
  
• Keep current and continuously update tenant computerized directory. 
  
• Supervise fire and life safety annual drills and inspections per policies and procedures. 
  
• Supervise Shelter In Place annual drill. 
  
• Ensure for maximum efficiency of the day-to-day usage of the parking facility. 
  
• Prepare and assist with yearly budgetary preparations. 
  
• Responsible for tenant delinquencies and collections. 
  
• Review and update building website as needed. 
  
• Other miscellaneous receptionist duties include the following: 
  
• Answering telephones  
  
• Greet visitors. 
  
• Mail - Handling all incoming and outgoing mail 
  
• Ordering all office supplies and materials of office.