Property Management Administrative Assistant

Purpose of Job :

Provide administrative support to the VP of Property Management, Property Managers and related staff carrying out related functions as required. This role will report directly to the VP of Property Management.

Overall Responsibilities (among other duties) :

• Place and / or screen telephone calls for the corporate main office, efficiently answering questions when possible.
• Receive, separate, and distribute all incoming and outgoing mail. Screen all incoming correspondences and reroute if necessary. Coordinate and distribute outgoing correspondence and the appropriate internal correspondence to Property Managers.
• File all departmental correspondence, memos, reports, contracts and service agreements, in order to maintain appropriate management records and facilitate retrieval of information. Maintain project files, tickler file and card file for VP of Property Management as well as an accurate filing system for the Property Management Department.
• Establish and maintain a database on all contractors and vendors for the Property Management Department.
• Maintain Property Management information such as Management Manuals, property emergency numbers, calendar all management reports and personnel time off, etc. for the Property Management Department.
• Ensure current contracts and service agreements are in place based upon the term expiration date.
• Conduct proper follow-up in order to maintain the vendor insurance is current throughout the term of the agreement / contract (create a tickler system and spreadsheet accordingly).
• Assist the Property Management team in completing various correspondences, administrative forms and reports. This includes tenant letters, property inspection reports etc.
• Coordinate with the Property Managers or on-site maintenance personnel for prospective tenant visits for sales / leasing agents.
• Research tenant lease files, leases, past correspondence etc. as requested by Property Management Team.
• Follow up on all property and tenant property damage claims and accident claims for all properties. This includes correspondence with the insurance agent and making sure settlements are charged / credited to proper accounts.
• Maintain a file for all HVAC contracts for all tenants at all properties if appropriate.
• Maintain a file for all Certificates of Occupancy for all tenants at all properties.
• Maintain a file for all Vacant Space Status Reports (VSSR’s) on tenant vacancies.
• Track and report tenant opening and closing notices for all properties, as provided by the Property Managers.
• Based on the contractor’s proposals for various work to be done and the approval of the VP of Property Management, generate and track Contracts for vendor / VP of Property Management signature.
• Assist the VP of Property Management in the annual budget process (coordinate a budget schedule, participate in all on-site budget meetings, take appropriate notes which are used to review final budgets).
• Maintain certificates of insurance for all new tenants (ensure certificates meet all limits and requirements).
• Enter and track projects and expenses for Capital Projects (CapEx) and Tenant Improvement Projects (TI).

Qualifications Required :

• Bachelor’s degree preferred
• 3-4 years of increasingly responsible administrative experience in commercial real estate / property management.
• Must be proficient in Microsoft Office (Word, Excel, and Outlook) and the willingness to learn other system applications. Experience with Yardi software is a plus.
• Ability to communicate effectively both verbally and in writing with all levels of personnel throughout the company.
• Ability to use good judgment and initiative to determine the approach or action to take in any situation.
• Must have excellent organizational skills with the ability to meet department and company absolute deadlines.
• Must be accurate, detail oriented and capable of setting own work priorities and working independently.
• Ability to multi-task under pressure.

Benefits :

• Competitive pay.
• Paid time off and holidays.
• Access to medical, vision, dental insurance, and 401k with company match.
• Collegial and casual work environment.
• Potential bonus and investment opportunities.