Property Management Assistant

From commercial real estate brokers to marketing professionals, IT experts, and more, our career opportunities come in all shapes and sizes. But with one common goal – to help the best and the brightest exceed their potential. We’re completely focused on helping our employees fulfill their career dreams. We push each other to be better than we thought we could be. We go the extra step for our clients and partners, creating memorable experiences that enhance and grow our relationships. And we have a lot of fun along the way.

The Property Management Assistant is responsible for providing general administrative support to the Senior Property Manager and tenant help desk support at an on-site property management office. This person will serve as the “face” of Colliers, either by greeting visitors face-to-face or by speaking with our internal/external clients over the phone or via email, and will present a positive, professional demeanor at all times.

Location: BIRMINGHAM, AL

Key Responsibilities

The successful candidate will be able to demonstrate core competencies in the following areas:

·        Act as professional and friendly ambassador to tenants and guests

·        Greet visitors and answer calls

·        Arrive on time to “open the office” and ensure that any unforeseen overnight building and/or tenant issues are addressed promptly

·        Receive tenant service requests, enter into Angus software or deliver to the appropriate party

·        Collect, organize and file vendor and tenant certificates of insurance

·        Maintain organized lease files

·        Draft Colliers standard form vendor contracts

·        Create and maintain vendor files

·        Meet with vendors on site to provide access to vacant suites, mechanical rooms, etc.

·        Code invoices every week

·        Provide excellent follow up and customer service to tenants regarding service request status and relevant building “happenings”

·        Coordinate tenant events, such holiday decorations, tenant breakfasts/lunches, food truck rotation, etc.

·        Perform follow up on general building services (such as janitorial, landscaping) and specific tenant request maintenance items (such as light bulb replacement, dirty bathroom, stopped up sink)

·        Draft notification letters to tenants and maintain updated tenant contact directories

·        Update building directory

·        Coordinate/prepare building access cards and deliver to tenants

·        Coordinate preparation/delivery of new tenant “move in” handbook packets

·        Check and/or receive mail, collate and distribute to appropriate parties

·        General various administrative tasks, as requested

Requirements

The successful candidate will possess the following required degrees, certificates or competencies:

Education & Experience:

• Required: Bachelor’s Degree
• 2-3 years’ experience in an administrative role is preferred
• Working knowledge of Adobe Acrobat
• Proficient in Microsoft Office Suite
• Excellent verbal communications and interpersonal skills
• Ability to work well under pressure with multiple and competing deadlines, on various projects

Personal Characteristics

The successful candidate will embody key attributes or characteristics in the following areas:

• Client Service-oriented attitude
• Independent, self-starter, team player, attention to detail
• Provides a high degree of professional customer service to both internal and external parties
• Excellent communication, organization and interpersonal skills, follow-through, and follow-up, meet commitments and deadlines
• Demonstrates the Colliers values, professionalism and enterprising spirit
• Works well under pressure with strong personalities, handles multiple tasks, needs little supervision or structure to stay motivated and move forward, works well on a team and individually, open to feedback, is courageous and willing to learn

Compensation and Benefits

Competitive salary, a full range of health benefits, a vacation plan, a 401 (k), professional training, and other benefits are available.

Colliers | Alabama is a locally owned affiliate office of Colliers International Group, Inc. and provides equal employment opportunity to all persons. No employee or applicant for employment will be discriminated against because of race, creed, origin, marital status, sexual orientation, age, otherwise qualified disabled or veteran status, or any other characteristic protected by law.