Property Management Administrative Assistant

Description:

FUNCTION:

The Property Management Administrative Assistant provides professional and administrative support for the Property Management Division and Portfolio Manager(s) as assigned.

The Property Management Administrative Assistant implements and oversees the service order process for assigned Portfolio Manager(s).

SPECIFIC DUTIES:

Duties to include but not limited to the following:

• Handle all correspondence regarding delinquencies for the Vice President - Property Management, the assigned Portfolio Manager(s) and others as assigned by the Division Head including the Lease Administrator.
• Assists in the follow up for the delinquency/eviction/collections process.
• Follow the delinquency Policies and Procedures in place for all tenants
• Answer department phone calls in the absence of the other Property Management Assistant(s).
• Upload and code property and department invoices into Nexus Payables.
• Handle and process service requests.
• Responsible for coordinating the Work Order System and following the established procedure.
• Work with Maintenance Manager to assign work orders.
• Communication with tenants, vendors and maintenance personnel in the service order process.
• Assist Director of Property Management, Portfolio Manager(s) and Lease Administrator with special projects as assigned
• Files all correspondence
• Set up and maintain new lease files, new vendor files, and transfer accounting files annually to storage.
• Assist in completing service contracts for vendors and follow up with receiving signed contracts.
• Assist the Lease Administrator in tracking and maintaining current insurance certificates for tenants and vendors.
• Works as a team member to assist others within the Division to complete the assigned tasks.
• Works as a team member to support Portfolio Managers who are not specifically assigned to this individual to support.
• This work may occur for special projects or due to the absence of other Property Management Assistant(s).
• Work as a team member who understands the need to be flexible in the assigned duties as a result of the nature of the Property Management business.
• Must possess a positive attitude.

Requirements:

• Prefer three years previous experience in an administrative support/service oriented business environment.
• Proficiency with Microsoft Word, Excel, Powerpoint, Microsoft Outlook.
• Excellent command of the English language including comprehension, verbal and written communication skills.
• Excellent phone etiquette.
• Persistent follow up skills.
• Problem solving capability.
• Understanding of company confidentiality.
• Ability to meet deadlines.
• Positive attitude and teamwork
• Flexibility for new assignments.
• Must work as a team player and possess a positive attitude.