Job Overview:
The Property Management Assistant is responsible for supporting various aspects of property management across multiple locations, ensuring smooth operations and excellent resident and vendor relations. The ideal candidate will be proficient in property management software, possess strong organizational skills, and demonstrate exceptional communication abilities.
Key Responsibilities :
Key responsibilities include accounts payable, BuildingLink/Carson administration for tenants, Residential and Commercial tenant coordination and management, Lease Renewals and Compliance items.
Specific duties:
Accounts Payable - Cork Factory, Lot 24, Butler Philadelphia
Scan and upload invoices
Submit new vendor information, COI and W-9s to accounting
Interact with vendors regarding payment problems or registering with NexusConnect
Review statements, request and process missing invoices.
Code reoccurring invoices for approval
Buildinglink/Carson - Cork Factory, Lot 24, Butler Philadelphia Residential
Add resident to BuildingLink and/or Carson
Send intro emails to new residents.
Enter resident instructions (PTE, no not admit), resident asset information (bike registration) and resident vehicle information
Approve and cross post resident marketplace posts. Enter for resident if needed.
Create and maintain events calendar, slideshow of events and notices and schedule scrolling announcements as needed
Set up employee accounts. Add photos. Update status of users.
Help ensure TV display screens in mailbox areas are operating.
Residential Coordination - 36 units only
Send intro emails to new residents and goodbye email to residents moving out
Coordinate access and track WOs
Correspond to residents and maintain resident relations, as needed
Transfer residential utilities back into our name
Renewals - 36 units only
Drop provided rates from budget into renewal form and send to residents via DocuSign
Track renewals
If residents are not renewing notify manager
Compliance - Cork Factory, Lot 24, Butler Philadelphia
Maintain, renew and track certificates/inspection reports for pools, elevators and fire safety
Maintain, renew and track housing licenses
Track and manage refuse fees
Commercial Tenant Coordination - Cork Factory Retail, Butler Street Philadelphia
Notify tenants of inspections or scheduled work, as needed
Send request for tenant to transfer utilities, as needed
Cork Factory & Lot 24 Responsibilities:
Guest Suite Rentals
Ensure guest suite registration is complete and being tracked and monitored daily.
Confirm guest suite approvals with GM as needed.
Ensure expenses related to guest suite rentals are being tracked.
Provide monthly reports of rentals as needed.
Storage
Maintain accurate list of available storage lockers via MRI
Keytrak
Assist new employees with set up: password entry and fingerprint ID in Keytrak machines.
Adjust staff access as needed.
Update contracts. Order replacement parts. Call for support as needed.
Bikes
Process resident bike and kayak registration forms.
Assign numbered ID tags, place in envelope with literature.
Enter resident bike info and tag number into Buildinglink Assets.
Mark registration forms with date and tag numbers and store, by apartment number, in binder of all current residents with bikes.
Order bike maps from BikePGH
Conduct periodic storage area inspections, Flag bikes without tags, check against descriptions in bike registry. Assign new numbered tags to residents if needed. Contact past residents whose bikes still are stored on site.
Coordinate bike donation pickup with FreeRide.
Pool
Maintain mandatory document books and signage for ACHD Inspector and public
Inventory, order, restock first aid kit supplies for pools and offices
Interact with AED supplier as needed, order supplies when needed
In Office Coverage - Lot 24 specific
Assist Lot 24 Community Manager as needed
Interact with residents as needed
Additional tasks/projects as needed
Qualifications/Requirements

• within fast paced, detail oriented organizations
• Strong communication and interpersonal skills
• to detail and proactive approach to identifying and independently resolving issues crucial
• to handle the pressure of a dynamic work environment while tracking projects & meet deadlines
• with BuildingLink and MRI software a plus
• in Word, Excel and Outlook