Property Management Assistant

Duties and Responsibilities

• Oversee and support daily property management operations, ensuring efficient coordination of tenant requests and administration of maintenance services.
• Act as a primary administrative resource, providing high-level support to Property Management Personnel, including during business travel or PTO.
• Run various internal reports to support the department in preparation of monthly, quarterly, and annual operating meeting.
• Assist in the review of annual budgets and reforecasts.
• Produce, modify, and/or distribute various forms, spreadsheets, reports, information packets, letters and other correspondence to tenants and vendors as needed.
• Manage utility account setups, transfers, and closures while ensuring timely completion and tenant compliance.
• Prepare and mail notices for tenant performance defaults and other miscellaneous tenant communication.
• Oversee the tracking and coordination of tenant build-outs and business openings, ensuring alignment with lease requirements.
• Coordinate any necessary bill back of expenses to tenants and ensure expense has been posted to their account through the company’s internal third-party accounting team. Distribute to tenants, as requested by Property Manager Personnel.
• Coordinate fire life safety and backflow inspections, maintaining comprehensive records and compliance tracking.
• Prepare and oversee vendor contracts, ensuring alignment with property management needs and compliance requirements.
• Maintain and enhance electronic filing systems for contracts, notices, and critical property management documents.
• Facilitate the routing, approval, and execution of key documents, ensuring efficient workflow and adherence to company policies.
• Leverage data management tools, checklists, and reporting systems to optimize operational efficiency and workload management.
• Provide administrative support for Property Management related to acquisitions, dispositions or property-related transactions.
• Oversee the collection, tracking, and compliance management of tenant and vendor certificates of insurance.
• Request and track tenant HVAC, grease trap, and other systems required maintenance records as required under the leases.
• Maintain warranty records and oversee the administration of property-related warranties.
• Support rent collections efforts and ensure proper tracking of delinquencies and tenant payment schedules.
• Manage and update Fire & Life Safety monitoring contact lists, ensuring accurate and up-to-date records.
• Complete special projects to support the Property Management department, as needed.

Qualifications and Requirements

• 3 years of relevant work experience, preferably in a high-volume, fast-paced environment.

·        Intermediate proficiency in Microsoft Office Suite and Yardi Voyager, or similar.

·        Demonstrated ability to manage a fast paced, deadline driven environment.

·        Demonstrated ability to multi-task and prioritize assignments while delivering consistent quality work.

·        High level of attention to detail and accuracy.

·        Demonstrated ability to work with little supervision and seek help when needed.

·        Demonstrated ability to build strong internal and external relationships.

·        Strong analytical and communication skills.