Property Assistant

Tenant Relations

• Operate as front-line representative to provide customer services to tenants receiving calls, fielding requests for services, and dispatching/navigating as needed
• Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination. 
• Provides emergency and safety information to tenants. 
• Coordinate the scheduling of evacuation drills, etc.  Prepare proposals and invoices for additional services and utilities.   
• Coordinate with Property Manager and vendor to plan tenant events. 
• Coordinate security access information requests and emergency contacts lists. 
• Manage and update Center Club card list, Datawatch upload and print cards monthly as required.
• Track and provide updates on MAXIMO tenant service requests, and assist tenants with training and troubleshooting in both MAXIMO and Visitorwatch systems.
• Activate/deactivate property access cards.

Accounting

• Prepare POs for purchases, service contracts, etc. 
• Match PO’s with invoices as appropriate when processing for payment.
• Review open PO’s weekly and close or accrue as required.  Follow up for copies of invoices if PO is received.
• Upload submeter readings to Resource Advisor once per month.
• Prepare billing form for month-to-month parking and other tenant direct pay invoices.
• Assist in budget preparation.
• Monitor and accurately code invoices in the accounting system in a timely manner in accordance with company guidelines.
• Research invoices and follow-up with vendors as needed. 

Service Contracts

• Prepare required contract documents in DocuSign.  Once completed, file as required by CDP nomenclature standards.
• Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact. 

• Set up new service contracts in Yardi.
• Maintain tickler file for service contract expirations.
• Maintain up-to-date approved service contract list.
• Submit insurance claims to company.

Administrative Support

• Provide administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed. 
• Assist in ordering uniforms and provide technology support. 
• Order office supplies and plan office events. 
• Maintain office equipment and equipment service agreements. 
• Maintain lease files and other files as necessary. 
• Administer the automated work order system (MAXIMO) and train new engineers on using the software as necessary.
• Maintain COI register to allow quick determination of whether a vendor’s COI is active.  Reach out for renewal as needed.  File copies of active COIs.
• Coordinate with tenants for their recurring vendor lists.  Update as needed.
• Review and approve work permit requests.  Escalate to CBT, PC, APM or PM as appropriate.  File approved work permit requests.
• Perform periodic audit of Maximo users and Datawatch card holders.

Operations

• Coordinate with Property Managers and building personnel for tenant move in/move out. 
• Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out. 
• Generate tenant “welcome” letter, handbook, and appropriate welcome gift. 
• Coordinate with Property Manager for purchase of tenant signage (lobby, suite, and building) in accordance with building specifications. 
• Assist as needed in projects to support operations of the building.
• Maintain emergency contact information for staff and vendors.
• Assist with scheduled updates of emergency action plan and perform role assigned in the plan.