Administrative & Guest Services Liaison

Department: Public Safety

Reports To: GPS, collaborating with the Property Manager

Job Classification: Non-Exempt

POSITION SUMMARY:

The Administrative & Guest Services Liaison is responsible for supporting the day-to-day of the property needs while also fostering a welcoming, responsive, and professional environment for tenants, vendors, and visitors. This role combines administrative support with on-site customer service, requiring strong communication skills, attention to detail, and a proactive attitude.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Administrative & Support to the Property Management.
• Communicate with tenants, vendors, and contractors as a liaison for property management needs.
• Coordinate and track maintenance requests, repairs, and tenant improvements.
• Assist with preparing lease summaries, vendor contracts, budget drafts, and lease file documentation.
• Maintain and update tenant contact lists, insurance certificates, and utility tracking.
• Assist with tracking monthly tenant sales and HVAC compliance.
• Support year-end CAM reconciliations, including gathering backup and preparing letters.
• Conduct property inspections and assist with operational follow-ups.
• Review, code, and process invoices; prepare meeting minutes.
• Customer Relations & On-Site Support:
• Circulate through the property to observe, report, and address maintenance or safety issues.
• Create a welcoming atmosphere for tenants and visitors by being a visible and approachable presence.
• Respond to guest concerns or on-site issues with professionalism and escalate as necessary.
• Monitor supply levels (e.g., janitorial), and coordinate restocking.
• Support entry protocols, visitor guidelines, and general facility flow.

REQUIRED QUALIFICATIONS:

• High School Diploma or Equivalent
• Minimum 2 years of experience in property management, administrative support, or customer service
• Strong communication and interpersonal skills
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to read and interpret leases, contracts, procedures, and policy documents
• Strong time management, multitasking, and organizational skills
• Ability to work independently and as part of a team
• Valid driver's license, reliable vehicle, and clean driving record
• Comfortable working in both office and property settings

PREFERRED QUALIFICATIONS:

• Associate's or Bachelor's degree in Business Administration, Communications, or related field
• Experience in commercial or retail property management
• Familiarity with lease administration or facility operations systems

WORKING CONDITIONS & PHYSICAL REQUIREMENTS:

• Regular sitting, walking, and talking/listening
• Occasional lifting (up to 20 lbs), stooping, reaching, or kneeling
• Frequent use of hands and computer (keyboard/mouse)
• Prolonged screen time exposure
• Combination of office and on-site work; up to 25% local travel

Salary : $25 - $30