Administrator & Assistant Project Coordinator

Role Summary

Support the executive team to ensure office administration and property operations are running smoothly through rigorous calendar management, vendor coordination, financial administration, and follow-through on critical processes. Managing returns and orders,

This role's primary function will be to provide oversight of the administrative tasks associated with Monarq's continued management of the assets owned by the MAWDT. The second priority of the role will be to provide administrative and managerial assistance for various projects occurring within the portfolio.

Core Responsibilities

Daily

Triage inboxes; route, respond, or escalate at service level.

Collect and process office mail. Deposit any approved remote deposits.

Support executives with ad-hoc tasks (e.g., onsite vendor coordination, document retrieval, form completion).

Schedule meetings for leadership; record meeting minutes; update project schedules, tracking deliverables.

• Maintain electronic and paper file systems for up to 3-5 projects at a time.
• Maintaining office environment and supplies. (snacks, beverages, printing supplies, miscellaneous)

Weekly

Weekly meeting with Asset manager to review ongoing tasks and weekly objectives / initiatives.

Run brief twice-weekly executive stand-ups using the standard template; track and drive follow-ups from the stand-up sheet.

Participate in property / asset management syncs; surface issues / risks and coordinate support.

Liaison between Marketing Team, Brokers, and other stakeholders.

Monthly

Schedule office cleaning on a bi-weekly basis.

Bi-monthly meeting with leadership

By defined business-day deadlines : compile and transmit required document packets; reconcile and identify appropriate GL / asset class for all corporate card transactions; book a brief clarification session with the executive for exceptions.

Credit Card Expense Management

Quarterly

Support Asset Manager with budget reconciliation and Bank reporting requirements.

Yearly :

Support Asset Manager with any property tax tasks, such as compiling and scheduling for payment

SOI good standing w / CA SOS

Additional Accountabilities

Vendor & Stakeholder Management

Maintain vendor roster, schedule site visits, verify completion, and approve within authority limits.

Serve as a point of contact between executives, property teams, and external partners.

Characteristics

Meetings start on time with agendas, notes, and closed action items.

Zero missed financial deadlines; clean monthly reconciliations.

Vendor work delivered on schedule and within budget.

SOP compliance documented and auditable.

Required Qualifications

Education Level Required

Experience

Job Competencies