Description

Copaken Brooks, LLC is a full-service commercial real estate firm headquartered in Kansas City and serving the Midwest. The company’s full suite of services includes investment acquisition and sales, tenant representation and HQ relocations, property management, asset management, development, owner’s representation, and leasing (office, retail, medical, industrial, and underground). We have over 100 years of proven experience in playing a major role in where millions of people go to work, shop, and live.

Copaken Brooks is the Property Management firm for the CBDI Portfolio (30 buildings plus underground facility). The CBDI portfolio includes two prominent business parks – Cambridge Business Park and Downtown Business Park – as well as Downtown Underground, an underground warehouse and self-storage complex below Downtown Business Park. The properties feature a diversified mix of predominantly value warehouse, light industrial and office assets, plus 40 acres of prime vacant land sites for development or sale.

Summary of Position:

The Administrative Assistant provides support to the Senior Property Manager and on occasion the Engineering Supervisor or other management staff. The Administrative Assistant will primarily consist of administrative support for the team to ensure that each property tenant has a highly positive experience.

Typical Duties:

1. Scan documents and maintain numerous Excel spreadsheets.
2. Prepare service agreements for property repairs and maintenance.
3. Open and close utility accounts and maintain a master Excel spreadsheet.
4. Manage and maintain an access card code system.
5. Order office supplies, janitorial supplies, and parts as requested.
6. Handle meeting scheduling and coordination.
7. Organize/maintain tenant files (hard and soft copies) for easy reference.
8. Answer incoming phone calls promptly, route and transfer caller to voicemail or take messages, as necessary and to provide appropriate response and assistance to emergency situations.
9. Assist tenants and staff in a timely, professional and courteous manner.
10. Provide receptionist duties at the front desk and handle inbound calls as necessary.
11. Assist in submitting and coding bills.
12. Handle sensitive client information and confidential company materials.
13. Assist with the collection of delinquent accounts and preparation of default letters.
14. Special projects and other additional duties as assigned.

Work Relationships:

Position reports to Senior Property Manager. The position has contact with various people inside the organization, including the Property Accountants and Leasing Team assigned to CBDI. Outside the organization, has contact with the building owners, tenants, property visitors, security, contractors, suppliers, and attorneys.

Qualifications

Minimum Requirements:

• Advanced skills in Microsoft Office (Word, Excel, PowerPoint, Yardi, Outlook).
• Excellent organizational skills and detail-oriented with high level of accuracy.
• Excellent written and oral communication skills.
• Excellent typing skills (minimum 50 WPM, with accuracy).
• Ability to effectively multi-task and prioritize competing tasks and meet tight deadlines with minimal supervision.
• Demonstrated problem solving skills with ability to accurately assess and quickly shift priorities.
• Ability to handle pressure in order to successfully manage issues, multiple projects and make timely decisions to meet project deadlines.
• Works with people in a professional and expedient manner exhibiting energy, patience and diplomacy in client and agent interactions.
• Ability to work both independently and collaboratively with others to achieve company goals and objectives.
• Flexible work schedule when occasionally required to support property management team.
• An associate degree or advanced training in office skills or equivalent experience.
• Prior experience in Commercial Real Estate or Professional Service industries.

Physical Requirements:

• Ability to conduct regular inspections of commercial properties, which may involve walking, climbing stairs, and inspecting various areas of the portfolio.
• Stationary work at a desk typing on a desktop computer – 80% of the time
• Talking on the telephone – approximately 20% of time
• Light lifting – under 20 pounds