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Form of workJob Description
Property Assistant/Assistant Property Manager (Commercial Property Management)
Our ideal candidate will be energetic, driven, detail-oriented, have a can-do attitude, a willingness to help all positions in a fast-paced environment and have superior time management and multi-tasking skills with 1-2 years of experience in real estate or equivalent industry training; have the ability to read and interpret documents such as leases, contracts and procedure manuals; have working knowledge of Windows, Microsoft Outlook, Excel and Word; and possess excellent customer service and interpersonal skills.
This position will report directly to the Property Management Lead and will be accountable for supporting the management team as needed including coordinating communication between team members, providing excellent customer service to tenants, communicating with tenants and vendors, tracking contractual obligations of tenants and vendors, scheduling work with vendors and updating and tracking tenant and vendor information in account management programs by performing the duties listed below.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Collect mail for the Property Management team. Distribute to appropriate party. Notify team members of any urgent deliveries.
- Monitor company email accounts. Respond as needed.
- Respond to tenant concerns relating to maintenance issues and take corrective actions.
- Monitor Prism work order system. Coordinate work orders with the appropriate Property Managers or Building Engineers. Follow up with tenants to confirm the requested work was completed satisfactorily. Close out tenant work order forms.
- Energy Star Portfolio Manager data input.
- Manage scheduling of the common area conference rooms.
- Communicate with tenants and vendors as directed by the Property Managers.
- Run and distribute AR reports. Draft and send late notices to the tenants at the direction of the Property Managers.
- Corporate Visa bills – collect receipts, code and process for payment.
- Track/monitor certificates of insurance for tenants and vendors, collect updated certificates and input into Yardi.
- Maintain tenant and vendor emergency contact information.
- Create and maintain property books to ensure updated information is available. Update tenant list in the property book as new leases are signed. Update vendor lists in the property book as new contracts are executed.
- Assist Property Managers with tenant move ins & move outs.
- Assist Property Managers with vendor/contractor bid selection. Prepare new maintenance contracts for all vendors based on the accepted proposals.
- Assist Property Managers in annual operating budget preparation.
- Set up and maintain tenant and vendor files.
- Prepare monthly on-call list and correspondence as needed with answering service and alarm monitoring company.
- Maintain and audit access card systems.
- Coordinate printing, mailing or delivery of special tenant correspondence (i.e. holiday cards & gift baskets, including move-in baskets).
- Work with the Property Managers in developing and implementing tenant relations programs.
- Set up new leases and amendments and update lease contacts in Yardi.
- Cross train with AP/AR to fully understand invoice processing and provide back-up coverage as needed.
- Additional responsibilities as assigned.
QUALIFICATIONS AND PHYSICAL DEMANDS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Valid Driver's License and Insurance required.
EDUCATION and/or EXPERIENCE
High school diploma required. Ideally a candidate will have or is working towards a Bachelor's degree (B.A./B.S.) from four-year college or university. 1-2 years of experience in real estate or equivalent industry training.
