POSITION SUMMARY:

Provide direct administrative support to assigned portfolio’s Property Management and Technical teams including but not limited to: telephone and email support, invoice/purchase order processing, contractor and tenant file maintenance, contract document preparation and monitoring, coordinating tenant request for services, and maintaining filing systems. Assist the Property Manager and/or Senior Property Manager with operational activities and management of assigned buildings. Acquire and demonstrate strong working knowledge of tenants and the portfolio’s operating budget. Maintain high quality customer service for tenant requests including issue resolution.

ESSENTIAL FUNCTIONS:

1. Tenant Relations - 

• Provide customer service to tenants by receiving tenant calls and coordinating requests for services.
• Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination.
• Resolve tenant complaints independently, promptly and appropriately and escalate as needed to the Senior/Property Manager.
• Provide emergency and safety information to tenants.
• Coordinate the scheduling of evacuation drills, etc.
• Prepare proposals and invoices for additional services and utilities.
• Coordinate with vendors to plan tenant events.
• Coordinate security access information requests and emergency contacts lists.
• Activate/deactivate property access cards.

2. Coordination - Lead and coordinate the following activities:

• Prepare letters, memos, spreadsheets, purchase order requests for bids and operating procedures.
• Order uniforms and provide technology support.
• Order office supplies.
• Plan office events, lunches, meetings and business travel.
• Maintain office equipment and equipment service agreements.
• Maintain lease files and other files.
• Administer the automated work order system and train new engineers on using the software.
• Maintain property information to include license agreements, vendor/contractor lists, emergency procedures, equipment lists, inventory lists and employee lists.
• Lead safety initiatives including coordinating with the Chief Building Technician for maintenance meetings and tracking attendance/completion.

3. Operations Support - 

• Review tenant service requests daily.
• Inspect properties on a regular basis to ensure proper maintenance and quality of service.
• Report inspection findings to the Senior/Property Manager and assist with appropriate next steps.
• Review and recommend subcontracts for services including but not limited to maintenance, landscaping, janitorial, etc.
• Assist with specifications preparation, soliciting bids, analyzing and recommending approval for subcontracts.
• Acquire proper authorizations, collect COI (Certificates of Insurance) and enforce compliance.
• Develop and/or maintain property manual within portfolio.

4. Financial Planning & Accounting - 

• Assist the Senior/Property Manager with preparation and adherence to portfolio operating budgets.
• Monitor all building expenses.
• Assist the Senior/Property Manager in processing tax, insurance, lease, rent and other billings to tenants.
• Monitor and process invoices and purchase orders in Voyager in a timely manner and in accordance with company guidelines.
• Obtain documentation (W9) for new vendors and establish in Voyager.
• Research invoices and follow-up with vendors as needed. 

SECONDARY RESPONSIBILITES:

• Perform other job-related duties as assigned.
• May be responsible for providing work direction to Administrative Support staff.

QUALIFICATIONS:

Education - 

• Minimum High School Diploma or equivalent.
• Associates Degree or equivalent experience preferred.

Further Training - Pursuit of BOMA Real Property Administrator (RPA) and/or IREM Certified Property Manager preferred.

Professional Experience - Minimum 3 years of experience in property management or real estate.

Computer Skills - 

• PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.
• Ability to adapt to new or changing software programs.

Mobility - N/A

Other Requirements - 

• Exceptional organizational skills.
• Excellent interpersonal and customer service skills.
• Strong verbal and written skills.
• Working knowledge of operational budgets.
• May be required to carry and maintain appropriate government credentials.