Office Coordinator

Springfield, MA, USA|

Job Overview

Compensation

Salary

Range $55,000.00 - $67,000.00

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

flexible schedule

Professional Development

Employee assistance program

Job Description

Spinoso Real Estate Group is a prominent real estate company specializing in retail property management, known for its commitment to excellence and innovative solutions in the commercial real estate sector. The company provides comprehensive property management services to shopping centers and malls, ensuring operational efficiency and tenant satisfaction. With a focus on creating vibrant retail environments, Spinoso Real Estate Group combines industry expertise with a customer-centric approach to support both tenants and shoppers effectively.

The Office Coordinator role at Spinoso Real Estate Group is a vital administrative position that supports the mall management team and the corporate office functions, including management, operations, marketing, specialty leasing, and leasing managers. This full-time role demands a highly organized, detail-oriented individual capable of multitasking in a fast-paced environment. The coordinator acts as a key liaison among visitors, tenants, vendors, and management, ensuring clear communication and efficient office operations.

In this role, the Office Coordinator greets and directs visitors, handles correspondence and telephone calls, manages schedules and appointments, coordinates travel plans, and maintains office supplies and filing systems. Additional responsibilities include maintaining up-to-date tenant contact lists and insurance certificates using the Yardi database, supporting finance-related duties such as invoice review, payment processing, and accounts receivable and payable functions. This position also involves collecting tenant sales data, assisting with lease plan updates and holiday location management, and providing necessary data for monthly accounting and reporting.

Candidates for this role should possess an associate degree or equivalent experience, with at least 3 to 5 years of administrative or office experience demonstrated in a fast-paced environment. Strong interpersonal, communication, and computer skills (especially proficiency in Microsoft Word, Excel, and data entry) are essential. Experience with accounts receivable and payable is highly desirable. The ability to interact effectively with various personality types and management levels, combined with sound judgment, professionalism, and attention to detail, completes the ideal candidate profile.

Spinoso Real Estate Group values diversity and inclusion and is committed to providing reasonable accommodations to qualified individuals with disabilities, ensuring a supportive and accessible work environment. This job requires occasional flexibility to work nights, weekends, or holidays, reflecting the dynamic nature of retail management operations. Ultimately, the Office Coordinator will play a critical role in maintaining smooth business operations and contributing to the success of the overall property management team.

Job Requirements

Associate degree or two years related experience and/or training
three to five years administrative or office experience in a fast-paced environment
experience with accounts receivable and accounts payable
proficiency in Microsoft Word and Excel
strong interpersonal, written, and verbal communication skills
ability to multi-task and prioritize
strong organizational skills
ability to read and write English fluently
ability to work within a team
ability to interact effectively with all levels of management
dependable and flexible
ability to work nights, weekends, or holidays occasionally
capability to operate office equipment
ability to lift and carry up to 20 pounds
ability to sit for prolonged periods
clear vision and hearing
effective verbal and written communication skills

Job Qualifications

Associate degree or related training
three to five years administrative or office experience
experience with accounts receivable and accounts payable
strong interpersonal skills
strong written and verbal communication skills
proficiency in Microsoft Word and Excel
data entry skills
social media skills a plus
ability to multi-task and prioritize
strong organizational skills
ability to read and write English fluently
ability to work with a variety of personality types
effective interaction with all levels of management
well-developed communication skills
demonstrated self-initiative and professionalism
good judgment and attention to detail
dependable and flexible
ability to occasionally work nights, weekends, or holidays

Job Duties

Greet visitors, customers, tenants, and vendors
screen, handle, or direct them appropriately
communicate issues or problems to the appropriate person
answer and screen management office telephone calls
compose and type routine correspondence
organize and maintain file systems and records
coordinate manager's schedule and appointments
arrange and coordinate travel schedules and reservations
route incoming mail
prepare outgoing mail, emails, and faxes
order and maintain office supplies
arrange for equipment maintenance
maintain tenant contact list and insurance certificates in Yardi
assist with preparing new vendor setups and collecting W-9s
review and process invoices
update P-Card logs
assist in collecting outstanding tenant balances
review tenant ledgers and AR reports
prepare billing adjustments
support corporate accounting team
communicate with tenants regarding outstanding balances
collect and enter tenant sales data
assist with monthly rent roll reviews
make bank deposits
maintain client confidentiality
support corporate AP specialist with gift card and goods/services reconciliation
assist specialty leasing and corporate accounting
perform other assigned duties