Assistant, Property

Cantor Fitzgerald•Herndon, VA

About The Position

Provide administrative and reporting assistance to a team of Property Managers and serve as the first telephone response for tenant and customer service requests across a portfolio of investment and corporate properties. Compile and help prepare monthly and other periodic operational, administrative, and financial reports. The role requires broad administrative experience, skill, and knowledge of organizational policies and practices, as well as analysis of information requests and follow-up. It may include direct assistance with budget preparation and control activities. The Assistant supports property financial controls and business processes, coordinates property documentation, manages tenant requests, maintains records and tracking systems, processes invoices, assists with budgeting and billing, and provides office and meeting support. The posting also lists additional qualifications involving property operations, leasing, construction management, and responsibility for multiple projects with direct reports.

Requirements

Bachelor’s degree, or a high school diploma/GED and at least 3–4 years of related experience; real estate experience is preferred.
At least 8 years of 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 broker or salesperson license in states where required for property management.
Proficiency in Microsoft Word, Microsoft 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, pay 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.

Nice To Haves

Real estate background.

Responsibilities

Ensure financial controls and business processes are in place for processing, monitoring, analyzing, and reporting expenditures; help develop programs to support business needs where processes are lacking.
Coordinate property-related documents with Property Managers, including memoranda, letters, monthly reports, proposals, and other projects prepared using company software.
Create transcriptions from Dictaphone and ensure documents are timely and accurate.
Coordinate tenant service requests related to property operations and administration; maintain a professional image with internal and external callers, delegate calls 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, 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 and prepare related arrangements and materials, including site reservations and attendee coordination.
Assist Property Managers 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 general office supplies as needed.
Ensure assigned office equipment is maintained and secure; coordinate with vendors to service or repair equipment.
Perform other duties as assigned.