Portfolio Office Coordinator

FAC MGT SPEC 1 CX (004481)

UCPath Position ID: 40096160

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1139197

Approved Date:

5/9/2024 4:41:01 PM

Date Last Edited:

5/9/2024 4:40:59 PM

Last Action Effective Date:

6/25/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6455D

Division:

REAL ESTATE SERVICES                   

Department:

318900 - UCLA ASSET MANAGEMENT

Position Details

UCPath Position Number:

40096160

Position Description ID

171524

UC Payroll Title:

FAC MGT SPEC 1 CX (004481)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41028616

Reports to Payroll Title:

FAC MGT SPEC 3

UCPath Department Head Position Number:

40194410

Department Head Payroll Title:

Real Estate Manager 1

CLOSE SUPERVISION - Indicates that the incumbent is assigned duties according to specific procedures. Work is checked frequently, and in addition there may be formal training.

POSITION SUMMARY

Under the supervision of the Property Manager, the Office Coordinator provides support to the Department, and supports and assists the property managers in their duties, including operations, customer service, and financial analyses. This position requires experience and judgment to respond to building emergencies and coordinate responses to maintenance requests, and to provide top-notch customer service to diverse clientele over the phone, via email and in person. The Office Coordinator must be a self-starter who works independently with minimal supervision and with a well-developed ability to multi-task in a fast-paced environment.

The UCLA Asset Management Department provides full-service property management for University-owned high-rise office buildings in Westwood (eight buildings containing 2M SF, occupied by 150 primarily University tenants and generating $30M of rental income), and limited-service property management to 90 other University owned properties.

Property Operations Support

A1. Backup and support property managers during short-term and long-term planned and unplanned absences. (E) A2. Coordinate maintenance requests with multiple users such as custodial, engineering, parking, and security departments. (E) A3. Prepare reports on maintenance requests, services rendered, completion time, billing, and tenant responses and analyze results. (E)  A4. Provide support to satellite building offices under guidance of property managers. (E) A5. Coordinate small projects and tenant moves. (E) A6. Coordinate fire drills, floor warden training and building safety seminars, in conjunction with property managers. (E) A7. Lead correspondence efforts to tenants using Building Engines for operational impacts. (E) A8. Maintain non-UCLA tenant Certificates of Insurance, including management of expiration dates of those certificates, by ensuring lease obligations are met. (E) A9. Implement sustainability efforts throughout the portfolio. (E) A10. Conduct periodic inspections of assigned building on a monthly basis and prepare reports for the Department. (E) A11. Coordinate vendor access and scheduling throughout the portfolio. (E)

50%

Office Administration

B1. Utilize a myriad of computer programs at an expert level to prepare documents, reports, statistical analyses and correspondence. (E) B2. Perform departmental audit requirements to maintain building occupant information. (E) B3. Maintain department lists, including but not limited to emergency contacts, staff, and vendors. (E) B5. Provide support in handling department's accounting functions including work order invoicing, BruinBuy orders, inventory controls, etc., using department software and procedures. (E) B6. Coordinate use of meeting spaces, conference rooms, used throughout the portfolio. (E) B7. Distribute incoming and prepare outgoing documents, including but not limited to: mail, faxes, blueprints, messenger, courier etc. Maintain logs as appropriate. (E) B8. Develop and maintain department electronic and manual filing systems, while ensuring confidentiality of personnel, legal and other critical materials. (E)

20%

Tenant and Customer Relations

C1. Build and sustain strong, effective and professional working relationships with all staff, tenants, vendors and the general public visiting the building. Demonstrate the ability to be cooperative and courteous in verbal, electronic, telephonic, and written communications. Demonstrate the ability to provide prompt and effective customer service relative to inquiries, requests, complaints, and needs of all building tenants and operations personnel. Demonstrate sensitivity to service conflicts and delivery problems. (E) C2. Use experience and judgment to respond to emergencies, respond in accordance with department policies, and coordinate the responses of appropriate building staff (security, engineering, janitorial, parking, and property management). (E)

20%

Financial

D1. Gain an understanding of contract scope, terms and conditions. Compare vendor invoices to contract and budget. D2. Ensure that receipt of cash and checks occurs in accordance with Department and University Policies and Procedures. (E) D3. Prepare building office expense schedules for Annual Budgets for the department. (E)  D4. Evaluate and research products for purchase, preparing purchase justifications when appropriate. (E)

5%

Other Duties as Assigned

E1. If not commissioned, obtain notary commission, and then perform notary services in accordance with Campus policy. (E) E2. Other administrative duties or projects as assigned. (E)

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related field or equivalent experience / training

Required

Min 1 year

in Real Estate administration

Preferred

Min 1 year

performing Administrative duties and tasks

Required

Demonstrated ability in communicating clearly, distinctly, and effectively using appropriate vocabulary and grammar on the telephone, in person, and in writing.

Required

Demonstrated skill in working independently, often under conflicting multiple deadlines and priorities, while following through on assignments with minimal supervision.

Required

Demonstrated ability to work collaboratively as a part of a team and to establish and maintain cooperative working relationships.

Required

Demonstrated analytical and decision-making abilities.

Required

Demonstrated ability to prepare (compose, transcribe, and edit) clear, concise and grammatically correct documents and correspondence.

Required

Demonstrated strong organizational skills.

Required

Demonstrated ability to operate a personal computer, with intermediate knowledge of Excel, Word and Outlook.

Required

Demonstrated ability to define problems accurately, identify solutions, formulate logical and objective solutions, recognize alternatives and their implications, and take necessary and appropriate action.

Required

Demonstrated customer service skills to work effectively with tenants, vendors, co-workers, and University Departments with which Asset Management interacts.

Required

Demonstrated ability to identify and deal with sensitive issues and deal with difficult people, and work with confidential documents and issues.

Required

Demonstrated ability to work in a deadline-driven environment with rapidly changing assignments, concurrent with multiple projects.

Required

Demonstrated ability to multi-task, performing a variety of duties, often changing from one task to another with frequent interruptions and/or distractions.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

10920 Wilshire Blvd #815

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.