Assist in coordinating all areas of administration and management relating to the assigned building(s)

Responsibilities:

The Property Assistant is responsible for meeting the needs of the Property Management Team. This individual will maintain a high level of professionalism in addressing and coordinating Property Management issues including response to, and resolution of, any Property Manager, Client, and Tenant requests or concerns.

• First point of contact for tenants and vendors who enter the Management office; escalate issues as needed
• Update and maintain property contact lists and emergency information for property
• Coordinate, schedule, and assist with deliveries to and from the dock area
• Promote and foster positive relationships with tenants, owners, and staff
• Ensure that invoices are processed properly by coding for property manager approval, recording/maintaining invoice tracking spreadsheet, and submitting for payment
• Maintain property work order system in the CMMS system, including on-demand and scheduled work order input & dispatching, closing, time tracking, and general reporting
• Create, submit, distribute, and track vendor contracts
• Maintain Property files (electronically as well as hard copies on-site)
• Maintain all Vendor Certificates of Insurance, W-9s, and any additional forms necessary for Contractors
• Conduct property inspections and reports to ensure quality assurance and efficient customer service
• Assist in reviewing and compiling monthly and quarterly reports for client and property management team
• Provide full administrative support including phone support, typing, reports, filing, and distribution of correspondence.
• Coordinate and assist with meetings/special events held at the property as requested.
• Assist in keeping the Client’s Policies and Procedures updated and current
• Order office and kitchen supplies as needed
• Handle other duties as assigned

Desired Competency, Experience, and Skills:

• Four-year degree and 3 years of related experience; or the equivalent combination of education and related experience
• Real Estate experience a strong plus
• Familiarity with commercial real estate documents and the work order process
• Proficiency in Word, Excel, Power Point, Adobe Acrobat/PDF, and Outlook
• Strong interpersonal skills; ability to maintain professionalism in a sensitive environment
• Excellent verbal/written communications skills
• Strong organizational skills; detail oriented
• Proven record of providing excellent internal and external customer service