Kidder Mathews has been a leader in the commercial real estate industry for over 55 years, fostering an innovative and dynamic work culture with more than 100 "best workplace" awards. Now the largest fully independent commercial real estate firm in the Western U.S., Kidder Mathews has over 900 professionals across 19 offices in Washington, Oregon, California, Idaho, Nevada, and Arizona. We offer a complete range of brokerage, appraisal, asset services, consulting, and debt & equity finance services for all property types. The firm performs $10 billion in transaction volume, manages over 55 million square feet of space, and conducts 2,600 appraisals, consulting, and cost segregation assignments annually. Join us and find out what makes Kidder Mathews one of the best places to work.
The Portfolio Assistant assists the Manager(s) in the day-to-day management of all aspects of operations for the assigned portfolio, in accordance with the goals and objectives of the individual Clients. Depending upon the composition of the Asset Services Team, the Portfolio Assistant may perform some of the duties of the Administrative Assistant.
Essential Functions
Leasing :
- Partner with Manager(s) and leasing team members to ensure that all vacant space is in "market ready" condition
- Maintain building floor plans, vacant space log, and stack plans
- Coordinate approval of and track process of leases, contracts, notices, and other time sensitive documents
- Distribute lease documents to Owner, Administrative Assistant, and Tenant
- Coordinate signage, keys, and distribution of property information sheet to Tenant
- Receive, code, and track all invoicing related to lease commissions
- As directed by Manager(s), assist Administrative Assistant in creating and maintaining lease and property files
Financial and Reporting :
Code invoices / payables in a timely manner each weekResearch problems with invoices, including resolving past due balancesCreate Account Action Request forms for Manager's signatureAssist Manager(s) with annual budgeting process, to include re-bid of service contracts as directed by Manager(s)Assist Property Manager(s) in preparation of monthly Owner statements - assembles, copies, and distributes financial reportsReview annual CAM reconciliations as assigned by Manager(s) and report findings to Manager(s)Prepare new vendor set up form for approval by ManagerRequest appropriate insurance information from new vendors ensuring all required information is receivedAs directed by Manager(s), assist in the collection of delinquencies by contacting tenants and preparing demand notices and pay or vacate noticesAssist with the budget preparation process, to include contacting utility companies, vendors, and contractors to obtain upcoming rate increases; compiling data for Manager(s) and property accountant for final budget inputOperations :
Prepare weekly and / or monthly inspection reports for Engineer(s) to completeMaintain and update "Desk Notes"Prepare maintenance and service contracts for Manager's signatureDispatch vendors / contractors as directed by Manager(s)As assigned by Manager(s), respond to and resolve tenant concernsAs directed by Manager(s), communicate with tenants as required to ensure that tenant needs are met, and that high quality property management service is achievedFollow through on any needed repairs or maintenance as directed by Manager(s)As assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issuesEnsure on-going contracted vendor services are performed on schedule, and that services meet contract specificationsAs directed by Manager(s), review specifications and make recommendations to Manager(s) for necessary changes or updatesRequest and review bids from contracted service providers; make recommendations to Manager(s)As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to schedule repairs and work ordersTrack tenant and vendor insurance complianceTenant and Owner Relations :
Maintain courteous, service-oriented rapport with tenantsPromote and foster confident, comfortable relationships with ownersAs directed by Manager(s), make collection calls to delinquent tenantsOther Functions
Perform other duties or projects as requestedEssential QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Skills and Ability
Good communication and organizational skills.Professional ability to build relationships with clients, vendors and internal partnersProfessional communication etiquette with good oral and written communication skillsDemonstrated ability to prioritize, multi-task and utilize resources to execute tasks within a deadline-oriented environmentAbility to speak, write and understand EnglishExceptional attention to detailStrong customer service skills with the ability to interface with prospective tenants, owners, employees, and managementDemonstrated initiative and trouble shooting skillsDemonstrated ability to recognize high quality maintenance workDemonstrated ability to draft quality, well written emails, reports and lettersEducation / Education
High School Degree or EquivalentRequired Knowledge
PC literate (Internet, Word, Outlook, Microsoft Office Suite) Strong Excel skillsEXPERIENCe REQUIRED
2 years commercial property management experienceWork Environment
This is a standard office environment with standard office noise like talking, office equipment, etc.Physical Demands
While performing the duties of this job, the employee is regularly required to talk and hear. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision. The employee must be able to conduct physical inspections and tours, to include the use of stairs and roof access ladders. The employee must sometimes lift and / or move items up to 10 pounds.Supervisory Responsibilities
There are no direct supervisory responsibilities. However, the Portfolio Assistants act as a lead and may direct work for Building Engineers and Administrative Assistants.Kidder Mathews is an equal opportunity employer does not discriminate based on race / ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by law. Kidder Mathews will accommodate candidates with disabilities to complete this application. Please contact recruiting@kiddermathews.com if you need an accommodation. AZ, NV, OR & WA residents : We Participate in E-Verify. CA residents : We collect various personal data from employees and applicants for purposes related to employment. Please review the Notice of Data Privacy for Employees and Applicants for detailed information concerning what information we collect, the purposes for which information is collected and with whom such information may be shared. You can find this notice on our careers page at individuals with arrest or conviction records will be considered for employment in accordance with the Los Angeles and San Diego County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Other details
Job Family Property ManagementPay Type HourlyMin Hiring Rate $25.00Max Hiring Rate $31.25Apply Now
Salary : $25 - $31
