Office Coordinator (Newport on the Levee)

Newport, Kentucky

Overview of Job Description

The NOTL Office Coordinator will require a self-directed and results oriented individual with excellent communication, organizational skills, the ability to work well under pressure, and adhere to deadlines. 

Duties and Responsibilities

In order to perform daily duties and responsibilities, the Office Coordinator (Newport on the Levee) must:

Office

  • Open the office
  • Answer and transfer calls
  • Record automated system for the telephones and keep information updated
  • Greet people who come into the office
  • Provide general information about the property to the public (either in person, on the telephone or via email)
  • Order office supplies
  • Shop for kitchen supplies
  • Book Community Centers
  • Invoice and collect rental fees for use of the Community Centers
  • Scan all lease files, contract files, accounting files and general files for office
  • Open, date stamp, and distribute all incoming mail
  • Scan all utility bills to utility monitoring company
  • Enter all utilities on utility spreadsheet
  • Keep phone lists up to date – mgmt. emergency list, tenant phone list, etc.
  • Update tenant and vendor insurance certificates and track using specific website
  • Update tenant HVAC contracts
  • Monitor postage in machine and keep filled
  • Send all packages and mail
  • Keep all manuals updated – tenant manual, temporary tenant manual, office tenant manual
  • Tenant manual distribution
  • Responsible for mail-box key distribution to tenants and replacing locks for lost mail-box keys
  • Type all storage agreements
  • Petty cash dispersion and reconciliation
  • Copy and fax for tenants – collect income for this service
  • Distribute incoming faxes
  • Type all internal invoicing for all needs (Purple People Bridge, scrims, billbacks, etc.)
  • Responsible for the receivables on all the internal invoicing
  • Program fax and phones for speed dials
  • Provide refreshments for merchant meetings (or other important meetings)
  • Track late openings and early closings of tenants
  • Any additional projects assigned

Specialty Leasing

  • Type all temporary license agreements and send to licensees
  • Responsible for all corporate paperwork associated with the temporary tenants (start dates, terminations, payment distribution, security deposit, etc.)
  • Responsible for tenant paperwork – insurance, occupational licenses, etc.
  • On-site person who deals with all needs and requests of the temporary tenants
  • Coordinate move-ins and move-outs with temporary tenants
  • Collect rents from temp tenants and any past due balances
  • Collect sales from temp tenants and compile onto spreadsheet

Marketing

  • Help with developing reconciliation process and for events (Stripe, Square, Cash)

Qualifications and Requirements

Qualifications

  • Strong organizational and time management skills
  • Results-driven
  • Financial acumen
  • Attention to detail
  • Marketing and technological savvy
  • Effective written and verbal communication skills

Education and Experience Requirements

  • Professional experience in a closely related field is preferred.
  • Secondary education required, bachelor’s degree preferred
  • Proficiency in Microsoft Office (Outlook, Word, and Excel)

Compensation and Benefits

The Newport on the Levee Office Coordinator position will include an excellent benefit package that includes medical, dental, life, and 401(k). It will provide a competitive salary based on the candidate’s experience.

ESTD 1954
We develop multifamily, mixed-use, office, student housing, hotel and retail environments all over the US. We’ve done it with stability, strength, and a singular focus on people and the way places affect them since 1954.
Developing a Better World