BROOKFIELD PROPERTIESn n At Brookfield Properties, our success starts with our people.
People like you.n nWe develop, operate, and manage more than 650 properties and 325 million square feet of real estate across the globe.
It’s a feat that wouldn’t be possible without our team, a diverse group of creative visionaries and innovative experts who are relentless in pursuit of one goal: to ensure our buildings don’t simply meet the needs of our tenants, residents, and communities
– but exceed them, every day.n nWithin our office business, this conviction guides every aspect of our work.
Our signature structures not only define skylines but are also true destinations
– bringing together office areas, retail spaces, and dining options all in one.
And our high-end design capabilities and strong sustainability practices allow us to create properties that raise the bar for real estate everywhere.
It’s why the world’s most respected businesses, non-profits, and start-ups choose us as their partner.n nIf you’re ready to be a part of our team, we encourage you to apply.n nVoted 2020 Best Places to Work in LA by the Los Angeles Business Journal.n n Job Description / Responsibilitiesn n Provide administrative support to building managersn General Officen Assists or coordinates and arranges meetings and prepares agendas.
Maintain inventory of building event supplies for building use.
Assist with preparing tenant correspondences or tenant memos.
Assist with the sorting, organizing of tenant, vendor and administrative files
– both hard copies and electronic shared files.
Assist team with coordination of tenant & staff events/gifts.
Take role of primary or secondary office floor warden.
Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management.
Supports GM, PM, APM as needed.
Performs switchboard, phone or front desk relief/coverage as needed (greet visitors, including the general public, customers, delivery persons and contractors).
Assist with administrative duties when the Receptionist is out of the office.
Tenant Relationsn Address tenant inquiries and dispatch complaints to appropriate departments.
Follow-up with tenants to ensure services or matters are resolved timely and to their satisfaction.
Monitor Angus daily and assist all Departments regarding work order issues, as well as maintaining accurate tenant information on the work order system.
Interacts with tenants on a regular basis to foster ongoing relationships.
Assist with tenant move-in/move outs Review tenant database on quarterly basis.
Vendor Managementn Assist sign vendor and orders signage for new tenants.
Manage pest control contract and duties.
Assist with management of window washing & landscape contract and duties Accounts Payablen Processes department invoices and expenses for payment in timely manner Process and issue purchase orders as directed by the building manager.
Track receipts of materials or services purchased.
Code and process invoices for approval and payment.
Track actual and committed building events and transportation expenses and prepare budget variances.
Accounts Receivable and Billingn Prepare billings for tenant services.
Assist with maintaining tenant billing files and certificates of insurance.
Assist with tracking and reporting tenant services for freight, fire-watch, and other provided engineering services for tenant billbacks.
Review lease provisions pertaining to tenant services for purposes of billing.
Update and maintain tenant utility consumption records.
LEED Support Effortsn Oversee and coordinate Green Day/Earth Day events Coordinate E-waste pick up events as needed Work with LEED consultants as needed and compile/provide information.
Othern Assists/prepares vacant spaces to ensure they are always tour ready.
Assist with coordinating contractor/vendor access for construction projects
– work with security regarding after-hours activity, loading dock, freight elevator requests, etc.
Attend construction meetings as needed Responsible for administering the building pet registration process, if applicable Other duties as necessary Commuter Transportation Programn While working with parking department closely, manage and oversee all aspects, including:n Ordering passes for five transit agencies.
Monthly reconciliation.
Billing / invoicing.
Main contact for tenants and agencies.
Maintain Rideshare and ETC manuals and brochures; manage Guaranteed Ride Home and Rideshare Exit Pass Programs.
Provide personalized commute assistance (car pool/van pool/ride matching service).
Promote Metro Rewards Incentive programs as needed Conduct transportation survey as needed Prepare annual report to the Community Redevelopment Agency as needed Organize Annual Rideshare Fair and Bike to Work Day eventn n Qualificationsn Strong communication skills with the ability to maintain successful business relationships and contacts.
Must have good grammar, ability to write clearly and concisely, and able to communicate with professionalism.
Proven record of providing excellent customer service.
Strong organizational skills with ability to manage multiple projects simultaneously.
Proficient using office equipment such as personal computer, photocopier, scanner, fax machine, printer, and calculator.
Proficient using software programs such as Microsoft Outlook, Word, and Excel Able to perform telephone operations such as call hold, call forwarding, teleconferencing and other switchboard functions Regular attendance on site is an essential function of this position.
Must be able to work consistently as scheduled during normal business hours.
This position is not eligible for telecommuting.