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  • A

    Administrative Coordinator  

    Ascend
    - Boston
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    Job DescriptionJob DescriptionJob DescriptionThe Property Management A... Read More
    Job DescriptionJob DescriptionJob DescriptionThe Property Management Administrative Coordinator will primarily focus on supporting the property management team with periodic reporting responsibilities. With excellent customer service skills, the Property Management Administrative Coordinator will also work with tenants resolving issues and executing on special requests. The successful Property Management Administrative Coordinator will work with vendors and other building management team members to ensure procedures are followed throughout the building. Additional responsibilities for the Property Management Administrative Coordinator include the following: Responsibilities Include: Provides direct administrative support to Property Manager, Assistant Property Manager and Chief Engineer (CE) and tenants as neededServes as the main point of contact (POC) for service requests from tenantsEnter tenant service requests into work order systemEnsures that 100% of the Certificate of Insurance (COI) for tenants and contractors are accurate and in compliance with standardsEnforces compliance with insurance requirements among tenants, contractors, vendors and suppliers. Documents incidents of potential liability to property and equipment and forwards information to appropriate risk management personnel.Codes and splits invoices based on cost centers and services performedPrepares bill backs/re-bills for special tenant requestsPrepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are billed back/re-billed to tenants monthlyEnsure engineers take monthly readings from electric meters for tenants that have supplemental units.Assists in management audits and prepares all files and records in preparation for the auditInternal and external correspondenceCreate, maintain, review, purge and forward files to appropriate storage location in accordance with company record retention policyUpdate and file all documents for vendors and tenants and ensure that contract and lease administration files are accurate and up to dateMaintain and update tenant contact databasesOrganize departmental meeting and travel arrangementsManages the new tenant welcome and orientation programRevises and distributes updated property manuals (as needed) within the portfolio with the assistance of the property team members. Property manuals include, but are not limited to the Tenant Handbook, Team Handbook, Hazard Communication Program, Building and Tenant Emergency Response Manuals, Space Utilization Guide and Lease Summary BookProcesses all aspects of accounts receivableObtains completed W-9 forms from all vendorsNegotiates office equipment leases and maintenance agreements while ensuring technological advancement of support systems fall within budget guidelinesTracks budget line items relating for administrative account purchases and resolves negative variances relative to budgetRequirements 2+ years of previous Coordinator experience with commercial real estate experience a real plus! Highly proficient in Microsoft Word, Excel, and Outlook. Professional, reliable, flexible and have a positive, can-do attitude. Excellent attention to detail with strong customer service skills and ability to prioritize Ability to communicate well in both written and verbal communication forms. Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members’ projects. Interest in real estate. Education Bachelor’s degree and similar work experience preferredBenefits PST, Medical, Dental, Vision, and CommuterCompensation$31/hour - $33/hour Read Less
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  • A

    Administrative Coordinator  

    Ascend
    - Washington
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    Job DescriptionJob DescriptionOur client is seeking a Tenant Services... Read More
    Job DescriptionJob DescriptionOur client is seeking a Tenant Services Coordinator to support their property management team. This is a fulltime, onsite position in Washington, DC.
    POSITION RESPONSIBILITIESThe Tenant Services Coordinator is responsible to assist in directing and coordinating activities of on-site and offsite Life Science/Lab/office. This person will assist in effectively implementing procedures, cost controls and policies; maintain good tenant and vendor relations; assist property management team in maintaining invoice records and contacting vendors/setting up accounts, as well as other duties as they may be assigned. Responsibilities include but are not limited to:Answer management phones and assist with tenant needsRespond to inquiries by providing routine information and/or taking and delivering messagesPrepare and distribute correspondenceProcess incoming and outgoing mailAssist with meeting, event and other scheduling and coordinationAssist as requested with coordinating special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives and other tenant and community eventsAssist with publication and distribution of tenant newsletter, maintenance of property websiteMaintain inventory of office supplies and property staff directoryMaintain accurate and up to date tenant, team and vendor contact listsMaintain compliant certificates of insurance for tenants and vendorsManage Tenant Work Order system, ensuring timely completion in accordance with SOPsCoordinate tenant survey process, including annual action plan implementationAssist team with vendor coordination as requested or assignedAssist with preparing and administering service agreementsEstablish and maintain good record keeping and filing systems for tenant, vendor and property filesResponsible for accounts payable, accounts receivable and reporting at the property levelProcess vendor invoices in a timely fashion, ensuring compliance with contracts and proper codingTrack invoices to ensure vendors are submitting timely Prepare and distribute Tenant billingsProvide management team with aged delinquency reports, follow up with tenants as needed and send delinquency letters as requestedAssist with budget preparation as requestedPOSITION REQUIREMENTSHigh school diploma required, associate or bachelor’s degree preferredPrevious commercial property management experience preferredExperience with MRI and Yardi softwarePrevious experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leasesPossess professional demeanor and excellent interpersonal and customer service skillsHave access to reliable transportationComputer literate and proficient in MS Word, Excel, PowerPoint, OutlookExcellent communication skills, both verbal and writtenAbility to work independentlyAble to prioritize tasks and projects and thrive in a fast-paced environmentOn-site attendance is an essential function of the job and is required in-office at company office or at properties five (5) days per weekCOMPENSATION60-65K DOE Read Less
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  • A

    Administrative Coordinator  

    Ascend
    - New York
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    Job DescriptionJob DescriptionOur client, an owner/operator of Class A... Read More
    Job DescriptionJob DescriptionOur client, an owner/operator of Class A commercial office buildings, is seeking an Administrative / Tenant Coordinator to support property operations for Midtown building. This is a 5 day per week onsite temp to hire contract opportunity.
    Ascend Talent Solutions - Administrative Coordinator Job Description Job Description – The Administrative Coordinator will primarily focus on supporting the management team with periodic reporting responsibilities. With excellent customer service skills, the Administrative Coordinator will also work resolving issues and executing on special requests. The successful Administrative Coordinator will work with vendors and team members to ensure procedures are followed. Additional responsibilities for the Administrative Coordinator include the following: Responsibilities Include:Answering phones, greeting visitors, assisting with work orders and providing administrative support to the management team. Preparing and updating files ensuring completeness and accuracy. Managing and tracking all certificates of insurance ensuring that all coverage levels are in compliance. Coding and entering invoices into the accounting system, MRI, Timberline, Yardi.Managing the new tenant welcome and orientation program Composing and sending communications to include events, updates, rent statement information, and specific building issues. Manages the new tenant welcome and orientation programRevising and distributing updated property manuals (as needed) within the portfolio with the assistance of the property team members. Property manuals include, but are not limited to the Tenant Handbook, Team Handbook, Hazard Communication Program, Building and Tenant Emergency Response Manuals, Space Utilization Guide and Lease Summary BookPlanning and supporting appreciation events will be a quarterly responsibility for the Administrative Coordinator. Position Requirements2 years of previous Administrative Coordinator experience Highly proficient in Microsoft Word, Excel, and Outlook. Professional, reliable, flexible and have a positive, can-do attitude. Excellent attention to detail with strong customer service skills and ability to prioritize Ability to communicate well in both written and verbal communication forms. Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members’ projects. EducationBachelor’s degree preferred or similar work experience BenefitsPTO, PST, Medical, Dental, and Vision Compensation is 65K DOE.

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  • A

    Administrative Assistant  

    Ascend
    - Santa Cruz
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    Job DescriptionJob DescriptionJob DescriptionThis role is responsible... Read More
    Job DescriptionJob DescriptionJob DescriptionThis role is responsible for all day-to-day, administrative, and accounting aspects necessary for the efficient operation and management of a portfolio of commercial office buildings including tenant/vendor relations, lease administration, accounts payable, accounts receivable, financial reporting and team support.
    Responsibilities: The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.Set up new files (i.e. lease, vendor, accounting)Code and/or approve invoices for payment; obtain/complete and process accounting forms as required (i.e. W-9 form)Maintain current Certificates of Insurance for all tenants and vendors; point of contact for outsourced insurance vendor; monitor insurance status regularly to ensure complianceAssist with validation and/or input of lease abstract informationKeep up tenant contact informationManagement of day-to-day vendor performance; inspect buildings on an ongoing basis to ensure functionalityFollow up and expedite collection of all accounts receivable (i.e. rent) as necessary; review charges with tenant when invoice is in dispute or needs clarificationReview aged delinquency report and tenant’s lease for late charge calculations and apply late charges to accountsReview and send correspondence; rent increase letters, commencement letters, etc. in a timely mannerMaintain rent roll and lease files in system; review for accuracy monthlyPrepare and/or assist in preparation of monthly financial and variance reportsMaintain a working knowledge of lease agreements and administration of related documentsPrepare and/or assist in annual budget preparation and year-end reconciliationsAssist in negotiating, preparation, and maintenance of standard service contractsCoordinate moves of tenants in and out of the buildingCoordinate special events (i.e. broker open house, etc.)Special projects as requested
    Position Requirements: 1 years of previous Receptionist experience Proficient in Microsoft Word, Excel, and Outlook. Professional, reliable, flexible and have a positive, can-do attitude. Excellent attention to detail with strong customer service skills and ability to prioritize Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members’ projects. Strong interest in real estate.
    Education:Undergraduate degree required. Compensation:$29 - $30/hrly Read Less
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  • A

    Administrative Assistant  

    Ascend
    - San Rafael
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    Job DescriptionJob DescriptionJob Description – The Resident Administr... Read More
    Job DescriptionJob DescriptionJob Description – The Resident Administrator will primarily focus on assisting the Resident Manager supporting the properties with vacancy and recertification requirements in the support of audit preparation or reduction of vacancies. The Resident Administrator will also work with tenants resolving issues and executing on special requests. The successful Resident Administrator will work with vendors and other building management team members to ensure procedures are followed throughout the building. Additional responsibilities for the Resident Administrator include the following: Responsibilities:Provide day-to-day assistance at properties Collect rent and serve late notices Ensure proper annual resident recertification procedureMaintain office filing system including vacancy filesAssist new residents with move-in procedureUpdate and maintain applicant databaseOrganize and review files for accuracyAssist with vacancy and recertification files at the properties Coordinate, publicize, and calendar events for the propertiesMeet regularly with supervisor to address any issuesPosition Requirements Bilingual - Spanish and English1 years of previous administrative experience with knowledge of California landlord/tenant law and Fair Housing a real plus! Proficient in Microsoft Word, Excel, and Outlook. Professional, reliable, flexible and have a positive, can-do attitude. Excellent attention to detail with strong customer service skills and ability to prioritize Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members’ projects. Strong interest in real estate and non-profits!Education High School diploma required; Associates degree preferred.Benefits PST, Medical, Dental, Vision, and CommuterCompensation$24 - $25/hrly Read Less
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  • A

    Administrative Coordinator  

    Ascend
    - Hayward
    Apply Now
    Job DescriptionJob DescriptionJob DescriptionThe Property Management A... Read More
    Job DescriptionJob DescriptionJob DescriptionThe Property Management Administrative Coordinator will primarily focus on supporting the property management team with periodic reporting responsibilities. With excellent customer service skills, the Property Management Administrative Coordinator will also work with tenants resolving issues and executing on special requests. The successful Property Management Administrative Coordinator will work with vendors and other building management team members to ensure procedures are followed throughout the building. Additional responsibilities for the Property Management Administrative Coordinator include the following: Responsibilities Include: Provides direct administrative support to Property Manager, Assistant Property Manager and Chief Engineer (CE) and tenants as neededServes as the main point of contact (POC) for service requests from tenantsEnter tenant service requests into work order systemEnsures that 100% of the Certificate of Insurance (COI) for tenants and contractors are accurate and in compliance with standardsEnforces compliance with insurance requirements among tenants, contractors, vendors and suppliers. Documents incidents of potential liability to property and equipment and forwards information to appropriate risk management personnel.Codes and splits invoices based on cost centers and services performedPrepares bill backs/re-bills for special tenant requestsPrepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are billed back/re-billed to tenants monthlyEnsure engineers take monthly readings from electric meters for tenants that have supplemental units.Assists in management audits and prepares all files and records in preparation for the auditInternal and external correspondenceCreate, maintain, review, purge and forward files to appropriate storage location in accordance with company record retention policyUpdate and file all documents for vendors and tenants and ensure that contract and lease administration files are accurate and up to dateMaintain and update tenant contact databasesOrganize departmental meeting and travel arrangementsManages the new tenant welcome and orientation programRevises and distributes updated property manuals (as needed) within the portfolio with the assistance of the property team members. Property manuals include, but are not limited to the Tenant Handbook, Team Handbook, Hazard Communication Program, Building and Tenant Emergency Response Manuals, Space Utilization Guide and Lease Summary BookProcesses all aspects of accounts receivableObtains completed W-9 forms from all vendorsNegotiates office equipment leases and maintenance agreements while ensuring technological advancement of support systems fall within budget guidelinesTracks budget line items relating for administrative account purchases and resolves negative variances relative to budgetRequirements2+ years of previous Coordinator experience with commercial real estate experience a real plus! Highly proficient in Microsoft Word, Excel, and Outlook. Professional, reliable, flexible and have a positive, can-do attitude. Excellent attention to detail with strong customer service skills and ability to prioritize Ability to communicate well in both written and verbal communication forms. Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members’ projects. Interest in real estate. EducationBachelor’s degree and similar work experience preferredBenefits PST, Medical, Dental, Vision, and CommuterCompensation$29/hour - $32/hour Read Less
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  • A

    Patient Admin Specialist  

    Ascend
    - Emeryville
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    Job DescriptionJob DescriptionOur healthcare client is looking for a P... Read More
    Job DescriptionJob DescriptionOur healthcare client is looking for a Patient Admin Specialist for a contract role with the potential to extend long-term. This is an onsite role in Emeryville.
    A Brief Overview:
    The primary responsibility of the Patient Administrative Specialist is to handle new patient coordination, surgery scheduling, and other front office functions in the outpatient clinical setting. A Patient Administrative Specialist supports any and all administrative tasks related to the daily operations of the clinic.

    What you will do:
    • Primary Function: Entry, Front Desk, check-in/out.
    • Greets and welcomes patients and assists them with initial questions regarding appointments, payments, schedules, etc.
    • Answers multi-line phone, screens and routes calls, takes messages for clinic staff and physicians. Assures appropriate verifications and authorizations are complete before patient sees provider.
    • Communicate with providers regarding scheduling preferences, and ability to respond to urgent patient needs.
    • Provide doctor-patient support using reference documents and tools.
    • Carry out various administrative tasks, including maintaining information and paging directory databases, and processing internal forms.
    • Utilize all functionality of the telephone system and electronic medical records systems in performing assigned job tasks.
    • Meet/Exceed organizational and department service standards.
    • Answers non-clinical CRMs, escalating where appropriate.
    • Answers non-clinical patient messages, escalating where appropriate.
    • Managing and distributing faxes, mail, and filing of clinic-specific documentation.

    Education Qualifications:
    • High School Diploma/GED.

    Required Knowledge, Skills and Abilities:
    • Knowledge of medical terminology.
    • Knowledge of computer systems and software used in functional area.
    • Ability to speak and write effectively at a level appropriate for the job.
    • Ability to provide customer service, solve problems, and manage multiple priorities.
    • Knowledge of Windows-based office software, computers and operating systems.
    • Ability to adjust communications to fit the needs and level of understanding of the receiver.
    • Ability to exercise calmness in stressful situations.

    Licenses and Certifications:
    • None
    The rate range for this position is $23-38/HR DOE. Read Less
    Apply Now
  • A

    Patient Admin Specialist  

    Ascend
    - Newark
    Apply Now
    Job DescriptionJob DescriptionOur healthcare client is searching for a... Read More
    Job DescriptionJob DescriptionOur healthcare client is searching for a Patient Admin Specialist for a contract assignment with the potential to extend long-term. This is an onsite role in Newark.
    A Brief Overview:
    The primary responsibility of the Patient Administrative Specialist is to handle new patient coordination, surgery scheduling, and other front office functions in the outpatient clinical setting. A Patient Administrative Specialist supports any and all administrative tasks related to the daily operations of the clinic.

    What you will do:
    • Primary Function: Entry, Front Desk, check-in/out.
    • Greets and welcomes patients and assists them with initial questions regarding appointments, payments, schedules, etc.
    • Answers multi-line phone, screens and routes calls, takes messages for clinic staff and physicians. Assures appropriate verifications and authorizations are complete before patient sees provider.
    • Communicate with providers regarding scheduling preferences, and ability to respond to urgent patient needs.
    • Provide doctor-patient support using reference documents and tools.
    • Carry out various administrative tasks, including maintaining information and paging directory databases, and processing internal forms.
    • Utilize all functionality of the telephone system and electronic medical records systems in performing assigned job tasks.
    • Meet/Exceed organizational and department service standards.
    • Answers non-clinical CRMs, escalating where appropriate.
    • Answers non-clinical patient messages, escalating where appropriate.
    • Managing and distributing faxes, mail, and filing of clinic-specific documentation.

    Education Qualifications:
    • High School Diploma/GED.

    Required Knowledge, Skills and Abilities:
    • Knowledge of medical terminology.
    • Knowledge of computer systems and software used in functional area.
    • Ability to speak and write effectively at a level appropriate for the job.
    • Ability to provide customer service, solve problems, and manage multiple priorities.
    • Knowledge of Windows-based office software, computers and operating systems.
    • Ability to adjust communications to fit the needs and level of understanding of the receiver.
    • Ability to exercise calmness in stressful situations.

    Licenses and Certifications:
    • None
    The rate range for this position is $23-38/HR. Read Less
    Apply Now
  • A

    Patient Admin Specialist  

    Ascend
    - Palo Alto
    Apply Now
    Job DescriptionJob DescriptionOur healthcare client is searching for a... Read More
    Job DescriptionJob DescriptionOur healthcare client is searching for a Patient Admin Specialist for a contract opportunity with the potential to extend long-term. This is an onsite position in Palo Alto.
    A Brief Overview:
    The primary responsibility of the Patient Administrative Specialist is to handle new patient coordination, surgery scheduling, and other front office functions in the outpatient clinical setting. A Patient Administrative Specialist supports any and all administrative tasks related to the daily operations of the clinic.

    What you will do:
    • Primary Function: Entry, Front Desk, check-in/out.
    • Greets and welcomes patients and assists them with initial questions regarding appointments, payments, schedules, etc.
    • Answers multi-line phone, screens and routes calls, takes messages for clinic staff and physicians. Assures appropriate verifications and authorizations are complete before patient sees provider.
    • Communicate with providers regarding scheduling preferences, and ability to respond to urgent patient needs.
    • Provide doctor-patient support using reference documents and tools.
    • Carry out various administrative tasks, including maintaining information and paging directory databases, and processing internal forms.
    • Utilize all functionality of the telephone system and electronic medical records systems in performing assigned job tasks.
    • Meet/Exceed organizational and department service standards.
    • Answers non-clinical CRMs, escalating where appropriate.
    • Answers non-clinical patient messages, escalating where appropriate.
    • Managing and distributing faxes, mail, and filing of clinic-specific documentation.

    Education Qualifications:
    • High School Diploma/GED.

    Required Knowledge, Skills and Abilities:
    • Knowledge of medical terminology.
    • Knowledge of computer systems and software used in functional area.
    • Ability to speak and write effectively at a level appropriate for the job.
    • Ability to provide customer service, solve problems, and manage multiple priorities.
    • Knowledge of Windows-based office software, computers and operating systems.
    • Ability to adjust communications to fit the needs and level of understanding of the receiver.
    • Ability to exercise calmness in stressful situations.

    Licenses and Certifications:
    • None
    The rate range for this position is $23-38/HR DOE. Read Less
    Apply Now
  • A

    Administrative Assistant  

    Ascend
    - Franklin
    Apply Now
    Job DescriptionJob DescriptionOur commercial real estate client is see... Read More
    Job DescriptionJob DescriptionOur commercial real estate client is seeking an Administrative Assistant to join their property management team immediately in a temp capacity with the potential to convert to fulltime.
    The Administrative Assistant will provide administrative support to the Medical Office Properties team. Duties include but are not limited to:
    Welcome visitors and delivery personnel by greeting them and providing prompt and excellent customer serviceOffice Management including but not limited to the ordering of office supplies, breakroom snacks, overseeingbreakroom and catering kitchen maintenance, communication with team members including our Day Porter, cleaning services, and maintenace teams to ensure a clean, functional, and welcoming office for all team members and guestsAssist with supporting senior staff bybooking corporate travel including flights, hotels, car service, etcData entryPrepare and distributeletters and communications as directedAssist in the creation of Power Point presentationsPreparationand distribution ofincoming and outgoing USPS/FedExProcess monthly expense reports and productivity card receiptsUpdate and maintain an accurate seating chart and contact directoryDistribute Access Cards for guests and new hiresAssist with preparations for the onboarding of new hiresMonitor and maintain CPR/AED, First Aid and Emergency KitsProvide backup to the Executive Administrative Assistant as needed including but not limited to answering andtransferring calls for Executives, travel and meeting coordination, document review and other administrativesupport as requested

    Job Requirements
    Positive attitude and the ability to handle stress effectively and efficientlyAbility to anticipate other's needs and a proactive disposition to address them3-5 years of relevant work experience as an Administrative Assistant or in a corporate administrative function requiredExcellent written and oral communication skillsExperienced with Microsoft Office Suite (Word, Excel, Outlook, and Power Point) and DocuSignStrong sense of urgency, ability to work under pressure and manage multiple priorities and deadlines in a fastpaced, dynamic environmentStrong organization skills and attention to detailNotary: bonded and notary sealAbility to work effectively in a hybrid workplace. Onsite requirement is 3-4 days per week, onsite hours are 8:00am - 5:00pm Read Less
    Apply Now
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