Assistant, Property

Newmark•Herndon, VA

About The Position

Provide administrative support to a team of Property Managers, including property management administration, reporting, tenant/customer service, and analysis of information requests. The role serves as the first telephone response for tenant and customer service requests across a portfolio of investment and corporate properties. It compiles and assists with monthly and other periodic property operational, administrative, and financial reports, and may assist with budget preparation and control activities. The position also supports financial controls, expenditure reporting, document and records administration, vendor and property invoice processing, tenant billing and collections, meetings, office operations, and property accounting reports. The posting additionally lists experience in property operations, knowledge of leasing and construction management, and responsibility for a portfolio of three or more projects with direct reports.

Requirements

Bachelor’s degree, or high school diploma/GED and at least 3–4 years of related experience, preferably in real estate.
Proficiency in MS Word, MS Excel, and email.
Working knowledge of the Internet and Internet search techniques.
Ability to work independently with minimal supervision.
Flexibility to handle changing priorities and projects.
Ability to prioritize workload, maintain attention to detail, and complete projects in a timely and efficient manner.
Strong proofreading and editing skills.
Strong business vocabulary, grammar, and effective communication skills.
Discretion regarding personnel and industry-related matters.
Excellent interpersonal skills.
Broker or salesperson license as required for property management in the state(s) where business is transacted.
Minimum of 8 years’ experience in property operations.
Knowledge of all aspects of business, including leasing and construction management.
Experience being responsible for a portfolio of three or more projects with direct reports.
Valid real estate license in states that require it.

Nice To Haves

Previous related experience in a real estate background is preferred.

Responsibilities

Ensure financial controls and business processes support the processing, monitoring, analysis, and reporting of expenditures; assist in developing programs where needed.
Coordinate property-related document administration with Property Managers, preparing memoranda, letters, monthly reports, proposals, and other materials using company software; transcribe from Dictaphone and ensure documents are timely and accurate.
Coordinate tenant service requests related to property operations and administration, maintain a professional manner with callers, delegate requests to property service technicians, and follow up with tenants or Property Managers as needed.
Compile information, prepare and update reports, and process documents such as lease abstracts, vendor insurance certificates, vendor service agreements, vendor invoices and service records, property emergency call lists, and tenant contact lists.
Develop and maintain property filing and tracking systems for reports and documents.
Assist Property Managers with annual budget preparation and development.
Administer and print property accounting reports, including accounts receivable, check register, variance report, general ledger, and rent roll, for Property Manager review or inclusion in periodic reports.
Administer vendor, real estate tax, and other property invoices by date-stamping, coding and processing them for Property Manager review or approval, and entering them into the accounting system.
Organize and schedule meetings, including site reservations, materials preparation, and attendee coordination.
Assist with monthly billing, periodic tenant billing adjustments (PTARs), and collection of tenant rent and other receivables.
Oversee copying, faxing, and mail distribution within the designated area; monitor and order office supplies; ensure assigned equipment is maintained and secure; coordinate equipment service or repairs with vendors.
Perform other duties as assigned.