Demo

Real Estate Administrative Assistant

J. Loew Property Management
Malvern, PA Full Time
POSTED ON 4/2/2025
AVAILABLE BEFORE 5/2/2025

JOB DESCRIPTION

Administrative Assistant to the Property Management Department

Overall Departmental Duties :

  • Receive incoming calls from tenants, field personnel and fellow Property Management personnel.
  • Schedule and confirm meetings.
  • In absence of Property Manager, coordinate tasks for tenant emergencies with on-site maintenance personnel.
  • Prepare and file service agreements and contracts.
  • Establish and maintain a database on all contractors and vendors for the Company.
  • Ensure current contracts and service agreements timely prepared, sent to vendor for signature and returned counter signed with appropriate insurance.
  • Maintain a database of service agreements and associated expiration dates.
  • Maintain a database for tenant and vendor insurance.
  • Maintain Property Management files as necessary.
  • Assist the department in completing various correspondences, administrative forms and reports. This includes tenant letters, property inspection reports etc.
  • Coordinate prospective tenant visits for leasing agents and facility maintenance personnel.
  • Research tenant lease files, leases, past correspondences etc. as requested by Property Managers.
  • Maintain a file for all Certificates of Occupancy for all tenants at all properties.
  • Assist the accounting department and legal department as necessary.
  • Maintain companies social media presence as necessary.

Requirements :

  • The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks and multi task as necessary.
  • Minimum 5 years administrative experience.
  • Thorough working knowledge and familiarity with the functions of a full service commercial real estate company.
  • Proficiency in Microsoft Office including but not limited to Outlook, Word, Excel, One Drive and Sharepoint and Yardi.
  • Extremely detail oriented and self-motivated to assist the department and assist other departments as necessary.
  • Team player with willingness to learn and promote the growth of the company.
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