As a critical member of our Asset Services team, you would contribute directly to the success of our tenants and their scientific discoveries by providing white-glove services to the tenants, supporting our facilities team, and collaborating with building staff and other stakeholders.

Essential Duties and Responsibilities:

Administration

• Provide assistance with the host of amenities including but not limited to: restaurants, fitness centers, conferencing spaces, event spaces, organic gardens, memberships, etc.
• Initiate tenant notification letters and e-mails as needed
• Assist Asset Services Team with special projects
• Assist in planning all tenant events, parties, gifts
• Assist in annual budget preparation and annual CAM reconciliations
• Track and follow up on tenant receivables and prepare weekly reports
• Maintain budget tracking spreadsheet
• Assist facilities team on all aspects of maintenance
• Redirect and prioritize work requests including entering tenant work orders in the Angus work order system. Responsible for the Angus close out of both tenant requests and PM work orders
• Follow up with tenants to ensure satisfaction with tenant work requests
• Participate in site operating meetings
• Responsible for drafting and sending distribution email blasts to tenants
• Responsible for distributing and maintaining the tenant welcome package for the site

Contract Administration

• Participate in bid process when searching for new vendors
• Manage all service contract requests and renewals
• Track contracts with pending signatures
• Maintain spreadsheets to track all current contracts in region
• Maintain current and complete certificate of insurance for all tenants and all vendors
• Review all limits, coverage types, expirations and additional insured for compliance

Accounts Payable

• Manage and draft purchase orders and track for signature
• Match purchase orders to invoices, code and obtain Manager's approval
• Research invoices in Nexus when necessary and follow up with inquiries from vendors
• Audit open purchase orders on a monthly basis
• Prepare utility cost/consumption reports when necessary. Manage utility accounts in Measurbl

Essential Duties and Responsibilities:

• Engage and communicate with tenants regarding all property issues, default notifications, and engagement events.
• Support facilities team with administrative aspects of maintenance e.g. review work orders, redirect & prioritize work orders as needed and follow up with tenants to ensure satisfaction with tenant work requests.
• Manage accounting related matters including invoice processing, accounts receivable, billing inquiries.
• Track and follow up on tenant receivables and prepare weekly reports.
• Participate in monthly accruals, annual budget preparation and year-end CAM reconciliations.
• Administrate service contracts, renewals, and purchase orders and participate in vendor bid process. Collaborate with corporate legal team to maintain insurance records and vendor agreements.
• Maintain and update tenant handbooks, facility emergency plans and contact lists.
• Collaborate with building staff and vendors as needed.

Qualifications and Experience:

• At least 2 years of property management, hospitality, or similar experience preferred.
• Bachelor's degree strongly preferred, or commensurate with experience.
• Advanced proficiency in MS Office.
• Must hold strong communication skills.
• Experience with real estate proprietary software is preferred.

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)