What are the responsibilities and job description for the Property Assistant position at Jamestown Management Corporation?
Jamestown's Newport on the Levee
POSITION/LEVEL: Property Assistant FLSA STATUS: Non-Exempt
DEPARTMENT: Property Management DATE: April 2025
Position Summary:
This is a highly visible position expected to display and maintain the utmost professionalism at all times. Responsible for all lobby functions, including answering & directing calls, taking/forwarding messages, receiving guests & notifying internal employees of their arrival & keeping the lobby clean, organized & well maintained. Also responsible for assisting GM and AGM with general property functions.
The Property Assistant must be a team player with a positive attitude and demonstrated flexibility. The ideal candidate will display strong customer service skills and experience, along with presenting themselves in a professional and courteous manner.
Must be available Monday through Friday from 9:00am-5:00pm and must be flexible and willing to assist with a variety of duties as directed including assisting with events after hours and on some weekends. This position is supervised by the Assistant General Manager & General Manager.
Specific Duties and Responsibilities (Essential Job Functions):
- Provide front desk coverage through answering main phone lines timely and greeting guests in a professional, courteous manner
- Answers and directs incoming calls
- Logs in packages; coordinates distribution to employees
- Manages the mailroom and assists with distributing mail
- Informs security if there are any issues for their attention
- Shares knowledge of Newport on the Levee events with callers, guests, and employees
- Maintains and updates employee contact information on phone lists, titles, quick lists, etc.
- Curates all teams weekly schedules and distributes to all staff
- Maintains and updates all Vendor and Tenant contact information.
- Maintains updated certificates of insurance for both Vendors and Tenants with correct requirements
- Prepare and edit correspondence, communications, presentations, and other documents. This includes correspondence and notifications that go out to tenants
- Assist in responding to and logging all guest issues/comments in a professional, courteous manner.
- Manages project and work order management system.
- Code and process all invoices in a timely manner and effectively communicate with the accounting and management team
- Completes monthly sales psf maps, quarterly sales reports, and ensures sales are entered into MRI and spreadsheet in a timely manner
- Pull monthly utility invoices for processing and get them to Jason to billback to tenants
- Send monthly utility invoices to tenants
- Manage the credit card receipts, pull AMEX statement and submit form for wiring monthly
- Manage the community calendar with updated events and happenings around the Greater Cincinnati area
- Maintains tenant late opening/early closing report, tenant maintenance tracker, and Energy Star utility entry
- Maintain and organize tenant and vendor files
- Order and maintain an inventory of office supplies and equipment
- Ensure office presentation is professional at all times, including the conference room and community rooms
- Manage conference room and the conference room calendar
- Develop and maintain positive relations with retailers, office tenants, and vendors
- Coordinate with IT for office projects – Conference Rooms, etc.
- Update tenant manuals , and construction/design manuals
- Provide refreshments for meetings and daily use. Assist in coordinating special outings, team birthdays, holiday parties, etc.
- Assist with purchasing items for events and event operations
- Works efficiently with multiple departments ensuring real-time communication and follow-through
- Other responsibilities as requested
Other Job Requirements:
- Provides backup on various admin tasks as assigned
- Assists with general maintenance of kitchens and other common areas
- Inputs info and creates labels for Fed Ex/UPS pkgs
- Must be highly organized
Qualifications:
- Minimum 1-2 years of administrative experience, preferably in property management
- Bachelor’s degree required from 4-year college or university
- Financial acumen
- Attention to detail
- Results driven
- Marketing and technologically savvy
- Strong organizational and planning skills required
- Exceptional communication and interpersonal skills with a customer-service focus
- Proficiency in Microsoft Office (Outlook, Word, and Excel)
Physical Requirements:
- Sitting for up to 8 hours a day
- Standing for up to 8 hours a day
- Walking for up to 8 hours a day
- Ability to lift up to 20 pounds
- Stooping
- Using a telephone
- Communicating verbally in person and on the telephone
- Ability to climb ladders and stairs
- Ability to use a computer
- Ability to multi-task
- Smiling J
