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

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Office Coordinator