What are the responsibilities and job description for the Commercial Property Management Assistant position at Thalhimer?
Reports To: Executive Coordinator, Portfolio Manager, or other Designate
Primary Function: Perform property management support functions within the Commercial Property Management platform, serving as first contact with tenants, vendors, and clients. In addition, assist with administrative operations and work directly with Commercial Property Management personnel.
Education/ Experience: A high school diploma or equivalent is required; two to three years of related work experience is preferred.
Qualifications: Must possess excellent customer service and communication (both written and verbal) skills, positive attitude, and attention to detail. Must be familiar and proficient with personal computers and PC based software, ie. Microsoft Office.
Responsibilities:
The activities listed here are not all-inclusive; rather, they indicate the types of activities normally performed by this position in accordance with the property management agreements:
- Provides administrative support to the Portfolio/Property Manager. Assists with routine reports, procurement/purchase orders, web-based solution software, work orders, A/P and A/R processing, contact with tenants, and communication with vendors and clients.
- Functions as the first contact with tenants, vendors and clients by receiving incoming telephone calls and emails, determining the nature of the call/email and responding in accordance with departmental directives. This includes analysis and evaluation of problems and events at the building(s), direct participation of administrative and accounting paperwork and the communication of progress and/or areas requiring attention by management.
- Ensures adherence to the CPS department operational policies and procedures.
- Prepares and tracks vendor contracts, COIs, and other related administrative requests.
- Works with utility companies to set-up and maintain property accounts and ensure issues are resolved promptly.
- Maintains updated tenant, vendor and contract information in the CPS work order management system.
- Assists in budget preparation, payroll/timekeeping, special projects, and related matters within the Property Management market and/or platform.
- Embraces and executes Thalhimer's core values.
- All other tasks and duties as assigned.
Attributes/Expectations
- Committed to customer Service
- Polite/Respectful
- Coachable
- Professional in both dress and demeanor
- Exceptional communication skills
- Positive attitude