The Administrative Assistant to the Property Manager works closely with the Property Manager, Assistant Property Manager (if applicable), Portfolio Manager and maintenance personnel in supporting them with the day to day duties and management of the commercial real estate properties. This individual is often the first contact with tenants and vendors and must handle calls in a professional, courteous manner in accordance with the Company’s mission, vision and objectives.
Essential Duties and Responsibilities include but are not limited to the following:
Administrative Duties
- Responsible for administrative tasks including, but not limited to answering phones, filing, mailing, scanning, ordering office supplies, preparing monthly expense reports for Property Manager and Maintenance Staff, etc.
- Assist in the preparation and track all vendor contracts. Maintain current vendor list. Obtain current COI, business licenses and W-9 on all Vendors
- Maintain and keep up to date web base program for building information and preventative maintenance work order system and ensure timely closure of all maintenance PM work orders.
- Maintain property files
- Perform special projects for Property Manager
- Assist in the preparation of tenant gifts and tenant events
Tenant Related Duties
- Assist Property Manager with weekly tenant visits as required by client and maintain tenant visit log
- Prepare monthly newsletters and other publications (Fire Plan, Tenant Manual) for distribution.
- Prepare tenant memos, notices and lease correspondence
- Bill backs to Tenants for maintenance charges
- Get locks changed for new Tenants
- Prepare and maintain a tenant database to include: tenant name (as defined in the lease), mailing/billing address, main office number, and back line number, fax number, contact name, after-hours contact
- Deliver Leases, SLP’s, etc. to Hospital Administration or Corporate as needed.
Facility Management:
- Assist Property Manager in completing monthly building inspections.
- Maintain building signage, order/remove and bill back
- Maintain building access system, handle tenant request for access cards and keys
- Prepare incident report if property manager not on premises or for property manager with specific details, pictures and make sure everyone on list is copied.
Qualifications:
- College Degree preferred or progressive work experience addition to the qualifications below
- Front desk or office management experience
- Two (2) + years’ experience in commercial real estate environment
- Proficient in Microsoft Office Products, Word, Excel and Outlook
- MRI Real Estate Software experience or ability to learn new programs quickly
- Desire to pursue Real Estate license
- Excellent grammar, clear written and oral communications skills are essential
- Ability to prioritize, organize and have productive time management skills
- Valid Driver’s license, proof of insurance, and clean MVR report
- Desire to grow into a property management role
Position Competencies:
- Service to Employees: Treats other employees with respect and dignity and acts as a positive member of the team; establishes and maintains effective relationships
- Service to Clients: Provides high level of service to clients in all situations; strives to meet and exceed client expectations; establishes and maintains effective relationships
- Service to Tenants: Provides high level of service to tenants in all situations; strives to meet and exceed tenant expectations; establishes and maintains effective relationships
- Attention to Detail: Able to “zoom in” to detail quickly and accurately; checks information, picks up inconsistencies and mistakes; can make detailed comparisons between similar sources
- Effective Communication: Is able to clearly and succinctly communicate in a variety of settings and styles; can get messages across that have the desired effect
- Task Completion: Responds effectively to clear direction; follows set procedures; solves immediate problems; escalates where appropriate; sees tasks through to completion
- Time Management: Uses his/her time effectively and efficiently; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities; effectively prioritizes tasks
Compensation:
The Administrative Assistant compensation will be commensurate with experience depending on experience and qualifications. This range is subject to local, state and regional dynamics and maybe adjusted up or down depending on market conditions.
Physical Demands:
- Employee may be required to walk premises, sit for long periods of time entering data in computer system, and stand or stoop for extended periods of time while filing
Supervisory Responsibility:
- No supervisory responsibility
Promotional Opportunity:
Employees with more than twelve months of service may request consideration to transfer to other jobs as vacancies become available and will be considered along with other applicants. To be considered, employees must have a satisfactory performance record and have no disciplinary actions during the last 12 months. Management retains the discretion to make exceptions to the policy.
This description is not all inclusive and duties will vary depending on assigned portfolio.
Job Type: Full-time
Salary: $18.00 to $21.00 /hour
Experience:
- property management industry: 2 years (Preferred)
- Customer Service: 2 years (Preferred)
- Administrative Assistant: 2 years (Preferred)
Additional Compensation:
- Bonuses
Work Location:
- One location
