What are the responsibilities and job description for the Senior Property Associate position at Malace HR?
As a Senior Property Associate at MalaceHR, you will provide crucial administrative and accounting support to the property team. This position requires maintaining positive relationships between tenants, clients, property owners, and MalaceHR, while delivering excellent customer service. The role is on-site, with market requirements varying by location.
Responsibilities
- Review and code invoices for accounts payable
- Assist with accounts receivable, including preparing and distributing bills/statements, sending collection notices, and making billing adjustments
- Monitor and manage administrative spend, ensuring compliance with the budget and identifying cost-saving opportunities
- Manage document processes such as lease execution, distribution, and filing
- Ensure timely distribution of notifications per lease requirements
- Oversee email, phone, and work order systems, ensuring timely and professional responses
- Assist with tenant estimates, approvals, and follow-ups to ensure satisfaction
- Organize office operations, including sorting and distributing mail, preparing outgoing mail, and maintaining filing systems
- Prepare and distribute memos, reports, and correspondence
- Update employee, client, and customer contact databases
- Coordinate conference room reservations and manage department meetings, events, and travel arrangements
- Handle building access requests for visitors and vendors
- Track tenant and contractor insurance certificates to ensure compliance and monitor expirations
- Assist with compliance audits for management and engineering operations
- Support new tenant orientation and move-in/move-out processes
- Track and manage access card activation/deactivation
- Assist in the development of property and employee manuals
- Communicate with building staff to ensure cleanliness and security of common areas
- Document liability incidents and forward to risk management
- Gather vendor W-9 forms and assist with new vendor setups
- Assist with property budget preparation and recurring reporting
- Support vendor contract management and execution
Qualifications
- High school diploma required; BA/BS degree preferred
- Minimum of 2 years of experience in commercial real estate or property management
- Proficiency in Microsoft Office Suite and ability to learn new technologies
- Strong communication skills, both written and verbal
- Attention to detail with excellent organizational and time management skills
- Ability to work both independently and collaboratively
- Strong problem-solving skills and ability to manage multiple projects
- Flexibility to work extended hours when needed
Benefits
- Join an industry leader shaping the future of commercial real estate
- Access to cutting-edge technology
- Comprehensive benefits package
- Supportive and diverse work environment
- Opportunities to contribute to sustainability initiatives
Salary : $23 - $27
