Administrative Assistant/Property Coordinator

Administrative Assistant/Property Coordinator

Location:               Orange Country, California

McCarthy Cook & Co., Team & Firm Culture

McCarthy Cook & Co. is a privately-held commercial real estate investment and management firm with offices in Orange County, Los Angeles, San Francisco, and San Diego.  We are a passionate and collaborative team of disciplined real estate professionals that make up avertically integrated real estate operating company which visions, invests in and manages great work environments focused on creative office campuses and mixed-use office and life-science investments. 

We bring a special blend of entrepreneurial zeal and institutional capabilities to our investment underwriting, leasing, property management, development and construction management.  We build exceptional relationships with our institutional partners and every day is a new opportunity.  As a collaborative team, McCarthy Cook offers opportunity for personal and professional growth for enterprising, self-starting teammates.  We own and manage over 2.5 million square feet of Class A office and mixed-use assets and partner with premier institutional investors such as Prudential, JPMorgan, Morgan Stanley, Northwestern Mutual, Northwood Investors, Alliance Bernstein, Rialto Capital and Blackstone. 

The Opportunity

Join the McCarthy Cook Team as an Administrative Assistant or Property Coordinator working in our office  supporting and managing class A office high rise buildings in Orange County. This position requires excellent communication skills (both oral and written) and the ability to multi-task to manage deadlines. You must be proactive, positive, a team player and pitch-in whenever and wherever needed.  Experience in commercial office property management is preferred but not required.

Essential Duties & Responsibilities include but not limited to (Other duties may be assigned):

• Provide administrative support to the General Manager, including phone support, and distribution of tenant newsletters.
• Manage all accounts payables, receivables, rent collections, and distribution of monthly rent statements.
• Respond to tenant requests via email, telephone and the online work order system Angus Anywhere, maintain effective ongoing tenant relationships, coordinate periodic tenant events, and implement initiatives to promote the highest level of tenant satisfaction.
• Take initiative to identify customer needs and provide services to meet or exceed customer expectations. Follow-up on completed work orders with tenants to ensure work was completed and tenants are satisfied.
• Prepare and/or support bidding of building services and improvement projects.  Support General Manager in the preparation and coordination of major bids, proposals, service contracts and tenant & building improvement construction projects.
• Support vendor relationships to ensure service expectations and contract obligations are met.
• Maintain and distribute nightly security passdown logs.
• Handle special janitorial requests and review every morning with janitorial supervisors.

• Maintain tenant contact list and tenant employee count.  Request tenant updates quarterly and add printed copy in binder in each building Fire Control Room.
• Manage tenant and vendor insurance Certificate of Insurance (“COI”) compliance.
• Coordinate conference center usage including creating reservations and subsequent billing.
• Manage all office equipment, order copy paper and ink cartridges, office supplies, and keep machines full and maintained.
• Place all orders for water bottles, soft drinks, and coffee, and take regular audits to place additional orders, as needed.
• Maintain office files and appropriate documentation.
• Assist with tenant move-ins, move-outs, and renewals.
• Order all new and updates to interior building signage and keys.
• Maintain vacant suite and marketing materials.
• Update and maintain property social media pages – Facebook, Instagram and Twitter.

Essential Skills and Qualifications:

• Bachelor degree preferred.
• Excellent verbal and written skills with demonstrated ability to communicate effectively in person and by telephone, email and other written correspondence.
• Must be highly organized and detail oriented, able to multi-task, meet deadlines and work under pressure while maintaining a professional attitude and sunshine spirit
• A team player with an ‘ownership mentality’ who takes responsibility and has a keen attention to detail.
• Demonstrated ability to manage multiple tasks and priorities to conclusion.
• Must have excellent customer service skills, ability to effectively respond to sensitive issues, complex inquires or customer complaints.
• Must have good computer aptitude and strong skills including Microsoft Office (Word, Outlook, Excel, & PowerPoint) and Adobe Acrobat or similar.
• Proficient with social networking – Facebook, Instagram, and Twitter.
• General knowledge of building operations and management a plus.
• Career Goals – Include interest in becoming a Property Manager.

To apply for this position:

• Send resume and cover letter embedded in an email to Lauren Mitchell
• Reference your email: Administrative Assistant/Property Coordinator Position

McCarthy Cook & Co.  offers competitive compensation including salary, bonus and medical insurance package and the benefit of working with a great team! McCarthy Cook & Company is an Equal Opportunity Employer and an inspired place to work!