Provide support to Property Managers by conducting research, preparing statistical reports, compiling information, handling information requests, and performing administrative functions such as preparing correspondence, work orders, contracts, etc.
Duties and Responsibilities:
- Work hand-in-hand with Property Managers and Building Maintenance Team in building tenant relations and handling tenant concerns.
- Answer service phone lines and resolves problems and/or provides appropriate information promptly & efficiently in matters involving general building maintenance/concerns, roof leaks and property emergencies.
- Initiate and dispatch work order requests to vendors and building engineers, including follow-up to verify action has been taken.
- Receive and code invoices to appropriate accounting classification for assigned properties, including tenant bill-backs & distribution to appropriate Property Manager for approval.
- Prepare check requests and obtain proper approvals as needed.
- Send monthly rent statements to tenants. Keep e-mail data base updated.
- Initiate correspondence and collateral materials for Property Management, including tenant requests such as rent reduction packages, assignment packages, façade & building sign approval forms, as well as lease non-compliance.
- Working with Property Managers, prepare and send tenant notifications for work/projects being performed on the properties.
- Assist Property Managers with the preparation and administration of vendor contracts.
- Work with utility companies to set up accounts for vacant spaces. Ensure disconnection when space is leased.
- Assist Leasing with rental property access including keys, electronic access, etc.
- Work with insurance carriers on claims for general liability and property loss for assigned properties by providing notification of potential liability claims and required documentation in defense of a claim.
- Obtain, track & maintain updated tenant Certificates of Insurance, HVAC contracts, Grease Trap & Hood Maintenance Contracts.
- Obtain & track vendor insurance certificates and related documentation.
- Coordinate & oversee annual bidding for fireworks and Christmas tree vendors for retail sights.
- Maintain & manage Property Management Department’s Document Retention Program.
- Working closely with former/new property management company, assist with property acquisitions/dispositions to ensure necessary documentation, tenant payments & vendor invoices are properly transitioned.
- Maintain & update sub-metered water accounts or retail properties, working closely with third-party metering company, tenants and property managers.
- Coordinate mailing of tenant holiday cards, newsletters, move-in gifts, etc.
- Perform general office duties such as updating tenant and vendor contact information and maintaining files and information management systems.
- Performs other related duties as assigned.
- When requested, provide relief to Receptionist.
Qualifications:
High School diploma with excellent grammar, punctuation and spelling. Some college work preferred. Strong computer skills with knowledge of Word, Excel, Outlook & Yardi. Excellent interpersonal skills and demonstrated ability to deal courteously and professionally with a diverse group of tenants, vendors, leasing agents, building owners, visitors & co-workers. Strong verbal and written communication skills. Excellent organizational skills and the ability to coordinate several activities simultaneously under pressure to ensure that all work is completed in an accurate and timely fashion. Approaches tasks from a proactive perspective and is adept at asking questions and investigating situations where the facts may not always be obvious. Must possess a “Can Do” attitude.
Send resume, cover letter and salary history to: [email protected]
