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 MThurs 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 followup 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. (Avid).
  
• 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 One South Broad and mail monthly to lockbox.
  
• Responsible for yearly Benchmarking (due March of every year).
  
• Reconcile First Judicial District 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 s 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 companyowned 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 services shared (telephone; WiFi copier postage).
  
• Responsible for all construction draw requests (The Widener Building). 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 daytoday usage of the parking facility.
  
• Prepare and assist with yearly budgetary preparations.
  
• Responsible for tenant delinquencies and collections.
  
• Review and update One South Broad 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.