Property Assistant

Jamestown Management Corporation•Newport, KY

1d•Onsite

About The Position

This is a highly visible position expected to display and maintain the utmost professionalism at all times. Responsible for all lobby functions, including answering & directing calls, taking/forwarding messages, receiving guests & notifying internal employees of their arrival & keeping the lobby clean, organized & well maintained. Also responsible for assisting GM and AGM with general property functions. The Property Assistant must be a team player with a positive attitude and demonstrated flexibility. The ideal candidate will display strong customer service skills and experience, along with presenting themselves in a professional and courteous manner. Must be available Monday through Friday from 9:00am-5:00pm and must be flexible and willing to assist with a variety of duties as directed including assisting with events after hours and on some weekends. This position is supervised by the Assistant General Manager & General Manager.

Requirements

Minimum 1-2 years of administrative experience, preferably in property management
Bachelor’s degree required from 4-year college or university
Financial acumen
Attention to detail
Results driven
Marketing and technologically savvy
Strong organizational and planning skills required
Exceptional communication and interpersonal skills with a customer-service focus
Proficiency in Microsoft Office (Outlook, Word, and Excel)
Must be highly organized

Responsibilities

Provide front desk coverage through answering main phone lines timely and greeting guests in a professional, courteous manner
Answers and directs incoming calls
Logs in packages; coordinates distribution to employees
Manages the mailroom and assists with distributing mail
Informs security if there are any issues for their attention
Shares knowledge of Newport on the Levee events with callers, guests, and employees
Maintains and updates employee contact information on phone lists, titles, quick lists, etc.
Curates all teams weekly schedules and distributes to all staff
Maintains and updates all Vendor and Tenant contact information.
Maintains updated certificates of insurance for both Vendors and Tenants with correct requirements
Prepare and edit correspondence, communications, presentations, and other documents. This includes correspondence and notifications that go out to tenants
Assist in responding to and logging all guest issues/comments in a professional, courteous manner.
Manages project and work order management system.
Code and process all invoices in a timely manner and effectively communicate with the accounting and management team
Completes monthly sales psf maps, quarterly sales reports, and ensures sales are entered into MRI and spreadsheet in a timely manner
Pull monthly utility invoices for processing and get them to Jason to billback to tenants
Send monthly utility invoices to tenants
Manage the credit card receipts, pull AMEX statement and submit form for wiring monthly
Manage the community calendar with updated events and happenings around the Greater Cincinnati area
Maintains tenant late opening/early closing report, tenant maintenance tracker, and Energy Star utility entry
Maintain and organize tenant and vendor files
Order and maintain an inventory of office supplies and equipment
Ensure office presentation is professional at all times, including the conference room and community rooms
Manage conference room and the conference room calendar
Develop and maintain positive relations with retailers, office tenants, and vendors
Coordinate with IT for office projects – Conference Rooms, etc.
Update tenant manuals , and construction/design manuals
Provide refreshments for meetings and daily use. Assist in coordinating special outings, team birthdays, holiday parties, etc.
Assist with purchasing items for events and event operations
Works efficiently with multiple departments ensuring real-time communication and follow-through
Other responsibilities as requested
Provides backup on various admin tasks as assigned
Assists with general maintenance of kitchens and other common areas
Inputs info and creates labels for Fed Ex/UPS pkgs