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Commercial Office Coordinator

- 10122

- US-NY-New York

- Administrative Support

- 10 Hudson Yards


Responsibilities

This position serves as office coordinator of all administrative support at 10 Hudson Yards and is responsible to provide ongoing support to the management staff, as determined and as assigned by the General Manager(s). The majority of tasks require independent planning and prioritization. The Office Administrator must be able to evaluate alternatives, choose best practices and complete tasks in the most efficient manner.

 

Responsibilities:

 

  • The successful candidate’s responsibilities will include, but not be limited to:
    Administrative support for property financial cycle as relates to Accounts Payable and Accounts Receivable, procurement to pay, and property budget.
  • Preparation, coordination and management of lease agreements, center operating contracts, associated work permits, insurance requirements, and various management logs.
  • Ensure all team members have access to the tools they need for their jobs, including office supplies and equipment, pantry supplies, hardware, software, telephone and internet and IT support.
  • Manage relationships with office building management, vendors and consultants.
  • Be a welcoming resource for everyone that calls or emails.
  • Organize company electronic and paper file systems, databases and records.
  • Assisting with updating client contact spreadsheets.
  • Develop and maintain methods for quick compilation of key information required for team members, vendors and consultants.
  • Plan and attend select meetings, take notes, prioritize takeaways and follow-ups if/when necessary as directed by the General Manager(s).
  • Working with facility management, requesting service as needed and alerting the team of any drills or changes to the environment.
  • Assist and organize companywide events, such as annual holiday party and company outings.
  • Provide general administrative support and projects as directed.
  • Must be able to adhere to business hours with occasional support during non-traditional hours. 

 

Office Services:

  • Ensures the entire office, from the meeting rooms to the copy areas are properly maintained and remain representative of the Related brand.
  • Works with appropriate partners to effectively maintain presentation and seating standards for the management office.
  • Oversee inventory and management of office & pantry supplies.
  • Identifies facilities issues and concerns and coordinates with Facilities Manager to address in a timely manner.
  • Coordinates with recruitment on new hire seating assignments and department heads on seating assignment change requests. Maintains up-to-date seating charts.
  • Oversees conference room booking system. Provides training to newly hired associates.
  • Manage mailroom operations to ensure timely processing of all incoming and outgoing mail.
  • Anticipates office needs and is proactive about addressing them.
  • Develop and maintain effective communication and working relationships with department heads, EAs, Facilities, building management and vendors.
  • Create presentation decks, analyze event performance, and prepare metrics reporting for executive review.
  • Manage office services budget and process invoices as required.

Qualifications

  • 2+ years prior experience in a fast-paced office environment in a similar role, preferably in real estate
  • Knowledge of administrative procedures, customer service principles and practices
  • Excellent communication skills both verbal and written
  • Strong organizational and interpersonal skills with attention to detail
  • Aptitude for understanding financial reports and extracting information
  • Strong working knowledge of various computer software such as Microsoft Office including Outlook, Word, Excel, PowerPoint, and SharePoint, JD Edwards and Web based input software.
    A positive proactive attitude and willing to take on more responsibility as they grow into the role
  • Demonstrate effective conflict resolution and customer service skills for interaction with customers, tenants and co-workers
  • Ability to prioritize, coordinate, multi-task and demonstrate initiative

 

Overview

Hudson Yards is the largest private real estate development in the history of the United States and the largest development in New York City since Rockefeller Center. The site will include more than 18 million square feet of commercial and residential space, state-of-the-art office towers, more than 100 shops including New York’s first Neiman Marcus, and a collection of restaurants curated by Chef Thomas Keller. The urban development will include approximately 4,000 residences, The Shed, a new center for artistic invention, 14 acres of public open space, a 750-seat public school and an Equinox® branded luxury hotel with more than 200 rooms—all offering unparalleled amenities for residents, employees and guests. The development of Hudson Yards will create more than 23,000 construction jobs.


Hudson Yards is the fulfillment of a remarkable collaboration that includes a talented group of visionaries – planners, architects, engineers, designers, public servants, fashion icons, renowned chefs, business leaders, luminaries and more. They are working in partnership with New York’s development and transportation authorities, and with some of the world’s most iconic retail brands and leading companies – each of whom will call Hudson Yards home.


Strategically located between 10th and 12th avenues from West 30th to West 34th Street, Hudson Yards is the center of the metropolitan region with unsurpassed connections to commuter rail service, the subway system, the West Side Highway, the Lincoln Tunnel and ferries along the Hudson River. The extension of the No. 7 Subway line, opened in 2015, arrives at Hudson Yards’ front door. In the nexus of Chelsea and Midtown West, this dynamic neighborhood is next to chic art galleries, award winning restaurants, popular bars and nightlife venues, and highly respected international fashion and design. The neighborhoods surrounding Hudson Yards, including Chelsea, West Chelsea and Hell’s Kitchen are buzzing with chic art galleries, innovative restaurants and bars, and highly respected international fashion and design. City dwellers hungry for a taste of the outdoors now have a variety of green spaces to explore including the much-celebrated High Line, Hudson River Park and Hudson Park & Boulevard. With the new No. 7 Subway extension open as of fall 2015, getting to Hudson Yards will be fast and easy.

 

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