Property Assistant

Position Summary:

Provide a high level of administrative support for multiple managers by performing the following duties.

Essential Duties and Responsibilities:

• Maintain tenant and lease information in Accounting/Property Management software and property files as required, including abstracting lease documents.
• Draft, revise, format, and track legal documents including leases and contracts.
• Assist in vendor management including maintaining service contracts and COIs, validating and processing invoices, and scheduling service.
• Manage the preparation and collection of tenant billings.
• Assist in the preparation of third-party owner and corporate financial packages and reports.
• Assist in tenant relations and service including planning building events, drafting tenant correspondence, processing tenant requests, preparing tenant handbooks, managing life safety documentation/training, assisting with move-ins/move-outs, and contacting tenants as needed.
• Assist with the organization of construction projects including ordering samples and plans; submitting plans for permitting; and, coordinating contractor correspondence, payment applications, COIs, and lien waivers.
• Provide support to and be the point of contact for building managers as needed.
• Assist with the creation and distribution of marketing materials and maintain external listing website information.
• Create presentations for prospects and corporate initiatives.
• Support regional team in the implementation of short- and long-term projects.
• Assist in the development and implementation of the annual regional business plan and individual property budgets.
• Prepare agendas and documentation for internal and external meetings.
• Compose a variety of correspondence including cover letters; compile and process confidential materials; review finished materials for completeness, accuracy, proper format, and grammar.
• Prepare outgoing mail and correspondence, including e-mail and overnight deliveries.
• Organize and maintain documents and computer-based information in digital and physical folders.
• Organize own work schedule, set priorities, and meet critical deadlines.
• Prepare expense reports and make travel arrangements.
• Assist with planning corporate events and provide support to corporate initiatives as required.
• Provide support for meetings, guests, visitors, and employees.
• Answer and direct phone calls.
• Provide general office support to regional team (e.g., file management, general office maintenance, general information technology support, invoicing, office supplies and equipment).
• Organize and schedule appointments and meetings.

Knowledge, Skills, and Abilities:

• Proficient in Microsoft Office including Word, Excel, Outlook, and PowerPoint
• Excellent interpersonal, organizational, communication, and problem-solving skills.
• Ability to multi-task and consistently meet deadlines.
• High level of accuracy and attention to detail.
• Strong customer service skills.
• Working knowledge of lease terms, operating costs, construction, and budgeting preferred.
• Experience with medically-related administration preferred.
• Ability to handle sensitive and confidential information; demonstrates poise, tact and diplomacy.
• Analytical ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Ability to work well in small, dynamic regional team environment.

Minimum Qualifications:

• Associate’s degree from a college or university required with Bachelor’s degree preferred.
• Previous work experience in commercial or healthcare real estate preferred.
• Must be able to successfully pass a background, credit and drug screen.