Description:
BECO, a Rockville based multi-generational real estate and investment holding company, founded on the principles of honesty, integrity, hard work, hands-on management and philanthropy is seeking a Suite Coordinator/Administrative Assistant who will be responsible for creating a warm, welcoming and organized office space by performing a variety of tasks including answering incoming calls, greeting visitors, supporting colleagues with administrative needs and providing a high level of customer service to our tenants.
BECO Suites Coordinator Responsibilities
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Answer prospective tenant inquiries/google ad/loopnet/calls off signage/website
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Tour vacant suites
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Prepare offers
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Request/prepare license agreements
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Collections / delinquency
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Sort and distribute mail and packages daily
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Order and stock supplies for coffee bars and break room
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Troubleshoot printer issues
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Point person for WIFI credentials
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Move in/Move out – space turnover (keys and signs)
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Onboarding and offboarding IT/wifi credentials / printer set up
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Update and maintain BECO Suites communication and distribution list
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Update and maintain BECO Suites mailbox list
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Create and install suite signage
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Create and maintain keys/access device/parking pass and key box for BECO Suites
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Coordinating repair of spaces after move out / before move in
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Point person for BECO Suite tenant requests
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Maintain space – make sure conference rooms and break rooms are neat
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Collaborate with Property Manager regarding all BECO Suite R&M / supply ordering / tenant reservations
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Tenant billbacks as necessary
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Update and maintain BECO Suite directories
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Update and maintain BECO Suite information database
BECO HQ Office Responsibilities
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Answer the phone and address questions, direct calls / first point of contact for tenant inquiries
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Order supplies for the office to include office supplies and food/pantry
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Maintain inventory of office supplies and kitchen supplies
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Sort mail and packages / scan and distribute any mail to employees outside the office
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Ensure all outgoing mail via USPS, FedEx or UPS is processed daily
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Set weekly lunch menu, order, and coordinate with vendors to ensure delivery
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Order special meals for meetings as requested
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Create and send BECO Universe daily
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Troubleshoot office equipment problems (copier and postage meter) and place service requests as needed
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Answer front door / greet and direct tenants and/or vendors
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Take initiative to monitor and address office tidiness in the immediate and future terms
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Coordinate shredding service for office
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Maintain and update property and phone list, distribute quarterly
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Maintain and update BECO Holiday and early closing list, distribute annually
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Maintain the office – make sure the conference room and break room are neat
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Send fedex packages
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Filing as needed
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Assist with tenant portal set up and troubleshooting
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Field and respond to communication, tenant, and employee emails
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Collaborate with various departments to ensure the office runs smoothy
This job description is not meant to be a comprehensive list of all responsibilities, but a general guideline to the main activities of the position.
Requirements:
Skills and Abilities Required:
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Passion for customer service
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Excellent written and verbal communication skills
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Time management skills and ability to multitask
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Strong problem-solving skills and attention to detail
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Professional attitude and appearance
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Familiarity with Outlook email, Calendar and Microsoft Office
This position reports to the Chief Accounting Officer and it’s considered a non-exempt position for purposes of the Fair Labor Standards Act.
Education and Experience Required:
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At least 2 years of Administrative Assistance experience, including receptionist desk coverage
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This person needs to be an innate team player and be willing to help beyond his/her job description.