What are the responsibilities and job description for the Property Assistant position at COPT DEFENSE PROPERTIES, LP?
POSITION SUMMARY:
Provide support services to property management and field personnel including: telephone support; invoice processing and monitoring; word processing; maintaining system of contractor and tenant information; contract document preparation and monitoring; coordinating tenant request for services; and maintaining filing system. Assist Property Managers with tenant move in/move out.
ESSENTIAL FUNCTIONS:
- Administrative Support -
- Provide administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed.
- Assist in ordering uniforms and provides technology support.
- Order office supplies and plans office events.
- Maintain office equipment and equipment service agreements.
- Maintain lease files and other files as necessary.
- Administer the automated work order system and train new engineers on using the software as necessary.
- Tenant Relations -
- Provide customer service to tenants by receiving tenant calls and coordinating requests for services.
- Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination.
- Provides emergency and safety information to tenants.
- Coordinate the scheduling of evacuation drills, etc.
- Prepare proposals and invoices for additional services and utilities.
- Coordinate with Property Manager and vendor to plan tenant events.
- Coordinate security access information requests and emergency contacts lists.
- Activate/deactivate property access cards.
- Operations -
- Coordinate with Property Managers and building personnel for tenant move in/move out.
- Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out.
- Generate tenant “welcome” letter, handbook and appropriate welcome gift.
- Coordinate with Property Manager for purchase of tenant signage (lobby, suite and building) in accordance with building specifications.
- Service Contracts -
- Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact.
- Maintain tickler file for service contract expirations.
- Maintain up-to-date approved service contract list.
- Submit insurance claims to company.
- Accounting -
- Monitor and accurately codes invoices in the accounting system in a timely manner in accordance with company guidelines.
- Research invoices and follow-up with vendors as needed.
SECONDARY RESPONSIBILITIES:
- Maintain property information to include (at a minimum) license agreements, vendor/contractor list, emergency procedures, equipment list, inventory list and personnel list.
- Assist in budget preparation.
- Perform other job related duties as assigned.
QUALIFICATIONS:
Education - High School Diploma or equivalent.
Professional Experience - Minimum of 2 years of administrative experience.
Computer Skills -
- PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.
- Ability to adapt to new or changing software programs.
- Familiarity using graphics presentation programs preferred.
Mobility - N/A
Other Requirements -
- Exceptional organizational skills.
- Ability to type a 55 WPM accurately.
- Exceptional interpersonal and customer service abilities.
- Strong verbal and written skills preferred.
Experience
Required- 2 year(s): Minimum of 2 years of administrative experience.
Education
Required- High School or better
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
