Portfolio Assistant

Kidder Mathews • Tukwila, WA

320d

About The Position

The Portfolio Assistant assists the Manager(s) in the day-to-day management of all aspects of operations for the assigned portfolio, in accordance with the goals and objectives of the individual Clients. Depending upon the composition of the Asset Services Team, the Portfolio Assistant may perform some of the duties of the Administrative Assistant.

Requirements

• Good communication and organizational skills
• Professional ability to build relationships with clients, vendors and internal partners
• Professional communication etiquette with good oral and written communication skills
• Demonstrated ability to prioritize, multi-task and utilize resources to execute tasks within a deadline-oriented environment
• Ability to speak, write and understand English
• Exceptional attention to detail
• Strong customer service skills with the ability to interface with prospective tenants, owners, employees, and management
• Demonstrated initiative and trouble shooting skills
• Demonstrated ability to recognize high quality maintenance work
• Demonstrated ability to draft quality, well written emails, reports and letters
• High School Degree or Equivalent
• PC literate (Internet, Word, Outlook, Microsoft Office Suite) Strong Excel skills
• 2+ years commercial property management experience

Responsibilities

• Partner with Manager(s) and leasing team members to ensure that all vacant space is in 'market ready' condition
• Maintain building floor plans, vacant space log, and stack plans
• Coordinate approval of and track process of leases, contracts, notices, and other time sensitive documents
• Distribute lease documents to Owner, Administrative Assistant, and Tenant
• Coordinate signage, keys, and distribution of property information sheet to Tenant
• Receive, code, and track all invoicing related to lease commissions
• Assist Administrative Assistant in creating and maintaining lease and property files as directed by Manager(s)
• Code invoices/payables in a timely manner each week
• Research problems with invoices, including resolving past due balances
• Create Account Action Request forms for Manager's signature
• Assist Manager(s) with annual budgeting process, to include re-bid of service contracts as directed by Manager(s)
• Assist Property Manager(s) in preparation of monthly Owner statements - assembles, copies, and distributes financial reports
• Review annual CAM reconciliations as assigned by Manager(s) and report findings to Manager(s)
• Prepare new vendor set up form for approval by Manager
• Request appropriate insurance information from new vendors ensuring all required information is received
• Assist in the collection of delinquencies by contacting tenants and preparing demand notices and pay or vacate notices as directed by Manager(s)
• Assist with the budget preparation process, to include contacting utility companies, vendors, and contractors to obtain upcoming rate increases; compiling data for Manager(s) and property accountant for final budget input
• Prepare weekly and/or monthly inspection reports for Engineer(s) to complete
• Maintain and update 'Desk Notes'
• Prepare maintenance and service contracts for Manager's signature
• Dispatch vendors/contractors as directed by Manager(s)
• Respond to and resolve tenant concerns as assigned by Manager(s)
• Communicate with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved as directed by Manager(s)
• Follow through on any needed repairs or maintenance as directed by Manager(s)
• Interface with property vendors and contractors to ensure prompt response to maintenance issues as assigned by Manager(s)
• Ensure on-going contracted vendor services are performed on schedule, and that services meet contract specifications
• Review specifications and make recommendations to Manager(s) for necessary changes or updates as directed by Manager(s)
• Request and review bids from contracted service providers; make recommendations to Manager(s)
• Partner with Building Engineers or contracted maintenance staff to schedule repairs and work orders as directed by Manager(s)
• Track tenant and vendor insurance compliance
• Maintain courteous, service-oriented rapport with tenants
• Promote and foster confident, comfortable relationships with owners
• Make collection calls to delinquent tenants as directed by Manager(s)
• Perform other duties or projects as requested

What This Job Offers

• Industry: Real Estate
• Education Level: High school or GED