Property Management Assistant

Do you want to be part of a team that offers the widest range of real estate services of any firm in the Southeast region? Do you want to join our dynamic professionals who collaborate and deliver enhancements to the community and to lifestyles? If so, apply for our incredible opportunity!

The Property Management Assistant will offer administrative and professional support for the Property Management Division and Portfolio Manager(s) as assigned. The Property Management Assistant implements and oversees the service order process for assigned Portfolio Manager(s) and serves as back-up for other Property Management Assistant(s) and coordinates duties with other employees in this capacity to complete assigned tasks.

Specific Duties of the Property Management Assistant

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).
• Sort, stamp, code and distribute property and department invoices
• 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.
• Coordinate the collection of timesheets for all department employees and assemble the required summary.
• Communication with tenants, vendors and maintenance personnel in the service order process.
• Assist Vice President - Property Management, Portfolio Manager(s) and Lease Administrator with special projects as assigned
• File all correspondence
• Set up and maintain new lease files, new vendor files, and transfer accounting files annually to storage.
• Act as a relief receptionist for the switchboard.
• 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.
• Operates as a back-up for the other Property Management Assistant(s) in the event of necessary absences such as breaks, sick days and vacations.
• Works as a team member to assist others within the Division to complete the assigned tasks. These duties may include some overlap of filing duties and other duties as they arise.
• 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.

Qualifications of the Property Managment Assistant

• 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.

Benefits available to the Property Management Assistant

• Two medical plan options
• Dental, Vision, Disability, Life, Identity, Theft, and More!
• 401K with maximum company match
• Generous Vacation and Sick Time
• Employee development opportunities and tuition assistance
• Paid Parental Leave
• Commensurate compensation