Portfolio Assistant

Kidder Mathews has been a leader in the commercial real estate industry for over 56 years, fostering an innovative and dynamic work culture with more than 100 "best workplace" awards. Now the largest fully independent commercial real estate firm in the Western U.S., Kidder Mathews has over 900 professionals across 19 offices in Washington, Oregon, California, Idaho, Nevada, and Arizona. We offer a complete range of brokerage, appraisal, asset services, consulting, and debt & equity finance services for all property types. The firm averages $9 billion in transaction volume, manages more than 58 million square feet of space, and conducts 2,400 appraisal, consulting, and cost segregation assignments annually. Join us and find out what makes Kidder Mathews one of the best places to work.

JOB SUMMARY
The Portfolio Assistant assists the Manager(s) in the day to day management of all aspects of operations for the assigned portfolio, in accordance with the goals and objectives of the individual Clients. Depending upon the composition of the Asset Services Team, the Portfolio Assistant may perform some of the duties of the Administrative Assistant.

ESSENTIAL FUNCTIONS

Leasing:

• Partner with Manager(s) and leasing team members to ensure that all vacant space is in “market ready” condition
• As directed by Manager(s), read new lease and prepare lease abstract

Financial and Reporting:

• Review annual CAM reconciliations as assigned by Manager(s)
• Report findings/recommendations to Manager(s)
• Assist Manager(s) with annual budgeting process, to include re-bid of service contracts as directed by Manager(s)
• Review monthly operating statements and drafts monthly owner operating report for final review and approval by Manager(s)

Operations:

• As assigned by Manager(s), respond to and resolve tenant concerns
• As directed by Manager(s), meet with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved
• As directed by Manager(s), perform weekly and/or monthly physical property inspections and report findings to Manager(s)
• Follow through on any needed repairs or maintenance as directed by Manager(s)
• Prepare vendor contracts for Manager(s) review and approval
• As assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issues
• Ensure on-going contracted vendor services are performed on schedule, and that services meet contract specifications
• As directed by Manager(s), review specifications and makes recommendations to Manager(s) for necessary changes or updates
• Request and review bids from contracted service providers; make recommendations to Manager(s)
• As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to schedule repairs and work orders

Tenant and Owner Relations:

• Maintain courteous, service-oriented rapport with tenants and owners
• Promote and foster confident, comfortable relationships with tenants and owners
• As directed by Manager(s), oversee tenant move in and move out process
• As directed by Manager(s), Conduct move in and move out walk throughs with tenant
• Conduct new tenant orientation
• As directed by Manager(s), make collection calls to delinquent tenants

Tenant Improvement Construction:

• As directed by Manager(s), conduct walk throughs, with contractor and tenant during construction process
• Attend construction meeting; take meeting minutes
• Maintain construction file

OTHER FUNCTIONS

• Perform other duties or projects as requested

ESSENTIAL QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)

SKILLS AND ABILITY

• Good communication and organizational skills.
• Professional Ability to build relationships with clients, vendors and internal partners
• l communication etiquette with good oral and written communication skills
• Demonstrated ability to prioritize, multi-task and utilize resources to execute tasks within a deadline-oriented environment
• Ability to speak, write and understand English
• Exceptional attention to detail
• Strong customer service skills with the ability to interface with prospective tenants, owners, employees and management
• Demonstrated initiative and trouble shooting skills
• Demonstrated understanding of the budgeting process
• Demonstrated understanding of lease documents and contracts
• Demonstrated ability to recognize high quality maintenance work
• Demonstrated ability to draft quality, well written letters, reports and memos

EDUCATION/EDUCATION

• High School Degree or Equivalent

REQUIRED KNOWLEDGE

• PC literate (Internet, Word, Outlook, Microsoft Office Suite) Strong Excel skills

EXPERIENCE REQUIRED

• 5 years commercial property management experience

WORK ENVIRONMENT

• This is a standard office environment with standard office noise like talking, office equipment, etc.

PHYSICAL DEMANDS

• While performing the duties of this job, the employee is regularly required to talk and hear. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision. The employee must be able to conduct physical inspections and tours, to include the use of stairs and roof access ladders. The employee must sometimes lift and/or move items up to 10 pounds.

SUPERVISORY RESPONSIBILITIES

• There are no direct supervisory responsibilities. However, the Portfolio Assistants act as a lead and may direct work for Building Engineers and Administrative Assistants.

Kidder Mathews is an equal opportunity employer does not discriminate based on race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by law. Kidder Mathews will accommodate candidates with disabilities to complete this application. Please contact recruiting@kiddermathews.com if you need an accommodation. AZ, NV, OR & WA residents: We Participate in E-Verify. CA residents: We collect various personal data from employees and applicants for purposes related to employment. Please review the Notice of Data Privacy for Employees and Applicants for detailed information concerning what information we collect, the purposes for which information is collected and with whom such information may be shared. You can find this notice on our careers page at https://kidder.com/careers/.Qualified individuals with arrest or conviction records will be considered for employment in accordance with the Los Angeles and San Diego County Fair Chance Ordinance for Employers and the California Fair Chance Act.