Property Manager Assistant – MoreSpace Management LLC (Tampa)

Administrative Duties:

• Process accounts payable in coordination with the Property Managers on a weekly basis
• Prepare vendor/service contracts in coordination with the Property Managers
• Assist Property Management with the day to day operations and tenant relations through the coordination of tenant requests and administration of maintenance services.
• Answer and route phone calls from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
• Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
• Provide high quality of customer service, update and maintain current daily and emergency tenant contact lists and tenant information manuals.
• Provide support to Property Managers by producing, modifying and /or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous type-written information.
• Process correspondence for tenants, contractors and other third parties for Property Management staff.
• Maintain and update insurance certificate files for all contractors performing work at the properties. Assist with the scheduling of contractor work and coordinate with tenants.
• Contribute toward overall office operational needs by helping to provide phone coverage, ordering supplies.
• Maintain and update as necessary all tenant contact information, after hour access
• Maintain reported Risk Management Policies and Incidents immediately upon occurrence and emergency contact information as well as a master tenant contact e-mail address listing.
• Handle miscellaneous assignments as requested by management
• Maintained highly organized filing system for leases, tenants, insurance certificates, vendors, buildings, drawings, contracts and Purchase Orders.
• Assisted property manager as needed on special projects
• Assist with the coordination of rent/lease collections
• Assist and administer lease agreements
• Dispatch tenant work orders; Maintain tenant work order e-mail
• Handle tenant, vendor and prospective tenant walk-ins
• Assist with tenant and vendor related interface as needed

Tenant Services:

• Assist Property Manager with tenant relations as required
• 2-3 years administrative experience in a commercial leasing office environment
• Knowledge of office and accounting procedures

Experience Required:

• Exceptional computer skills – MS Office Suite especially Excel and Word
• Familiarity with facilities operations
• Strong ability to work independently
• Ability to research and problem solve
• Strong attention to detail
• Ability to prioritize and meet deadlines in a fast-paced environment
• Working knowledge of Yardi
• Excellent customer service
• Demonstrated knowledge of phone and email procedures and etiquette