What are the responsibilities and job description for the Office Coordinator position at The HR SOURCE?
Our client is a full-service locally owned commercial real estate company with over 3.5 m square feet of retail, residential and office space in the DMV. They are seeking an Office Coordinator to handle a blend of accounts payable and front desk responsibilities. While receptionist duties are minimal, the role requires someone to be stationed at the front desk to manage occasional calls, assist with deliveries, and support any meetings that may occur.
- Weekly schedule- Monday-Thursday 9am-5:30pm Friday 10am-4pm
- Attire- Business casual (no hoodies, sweatshirts, sneakers or ripped denim M-Th)
- Print, process (date stamp received) invoices received via e-mail/mail and post-- Daily
- Code and distribute utilities—as received (all Commercial and Public Space for Residential)
- Utility tracking
- Accounts Payable data entry
- Calendar coordination—Monthly
- Request and maintain Certificates of Insurance for Vendors (and Movers/Projects)
- Request and maintain Certificates of Insurance for Tenants and track on COI Tracker
- Process residential returned checks – as needed
- Maintain Courier log for outgoing packages
- Distribute all incoming mail and packages
- Gatekeeper’ for all incoming guests / tenant phone calls for property management
Filing
- All Accounts Payable check run filing
- All pink and white journal entries for all properties/entities weekly
- Cash receipts and bank reconciliation
- Account analysis and wire transfers
- Create new books for Pink, White, Cash Receipts, Cash lists, Account Analysis, and Wire Transfers for all Accountants
- Remove all financial books from Accountant’s offices and file in the copy room to make room for the newly created books.
Office
- End of day office close down- lights in reception and conference room off
- Run dishwasher in kitchen and beverage center
- Maintain wink wall monthly with birthdays/anniversaries/Holidays
- Handles all maintenance/repair issues for copiers, postage machine, and coffee machines
- Ensures copiers are stocked with paper, cleaned, and toner cartridges are replaced as needed
- Order and stock all Office and Kitchen supplies
- As requested, order office supplies for Commercial properties
- Ensures that all Mail and Fed Ex items are dropped off downstairs once a day by 5 pm
Other duties as assigned