Portfolio Assistant

Kidder Mathews•Seattle, WA

63d•Onsite

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. Essential Functions Leasing: 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 As directed by Manager(s), assist Administrative Assistant in creating and maintaining lease and property files Financial and Reporting: 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 As directed by Manager(s), assist in the collection of delinquencies by contacting tenants and preparing demand notices and pay or vacate notices 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 Operations: 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) As assigned by Manager(s), respond to and resolve tenant concerns As directed by Manager(s), communicate with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved Follow through on any needed repairs or maintenance as directed by Manager(s) As assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issues Ensure on-going contracted vendor services are performed on schedule, and that services meet contract specifications As directed by Manager(s), review specifications and make recommendations to Manager(s) for necessary changes or updates Request and review bids from contracted service providers; make recommendations to Manager(s) As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to schedule repairs and work orders Track tenant and vendor insurance compliance Tenant and Owner Relations: Maintain courteous, service-oriented rapport with tenants Promote and foster confident, comfortable relationships with owners As directed by Manager(s), make collection calls to delinquent tenants Other Functions Perform other duties or projects as requested

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
As directed by Manager(s), assist Administrative Assistant in creating and maintaining lease and property files
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
As directed by Manager(s), assist in the collection of delinquencies by contacting tenants and preparing demand notices and pay or vacate notices
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)
As assigned by Manager(s), respond to and resolve tenant concerns
As directed by Manager(s), communicate with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved
Follow through on any needed repairs or maintenance as directed by Manager(s)
As assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issues
Ensure on-going contracted vendor services are performed on schedule, and that services meet contract specifications
As directed by Manager(s), review specifications and make recommendations to Manager(s) for necessary changes or updates
Request and review bids from contracted service providers; make recommendations to Manager(s)
As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to schedule repairs and work orders
Track tenant and vendor insurance compliance
Maintain courteous, service-oriented rapport with tenants
Promote and foster confident, comfortable relationships with owners
As directed by Manager(s), make collection calls to delinquent tenants
Perform other duties or projects as requested