Property Assistant

COPT Defense Properties•Mclean, VA

14d•$55,000 - $62,000

About The Position

POSITION SUMMARY: Provide support services to property management and field personnel including: telephone support; invoice processing and monitoring; word processing; maintaining system of contractor and tenant information; contract document preparation and monitoring; coordinating tenant request for services; and maintaining filing system. Assist Property Managers with tenant move in/move out. ESSENTIAL FUNCTIONS: Tenant Relations - Provide customer service to tenants by receiving tenant calls and coordinating requests for services. Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination. Provides emergency and safety information to tenants. Coordinate the scheduling of evacuation drills with Chief Building Technician, Property Management team and tenants. Coordinate with Property Manager and vendor to plan tenant events. Coordinate security access information requests and emergency contacts lists. Activate/deactivate property access cards. Track and provide updates to MAXIMO tenant service requests. Accounting - Monitor and accurately codes invoices in the accounting system in a timely manner in accordance with company guidelines. Research invoices and follow-up with vendors as needed. Assist the APM/PM with preparation and adherence to budget and monitor building expenses. Obtain W9 for new vendors and BCS compliance. Service Contracts - Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact. Maintain tickler file for service contract expirations. Maintain up-to-date approved service contract list. Submit insurance claims to company. Administrative Support - Provide administrative support for Property Managers and field personnel, to include sending out calendar invites and updating meeting minutes, preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed. Assist in ordering uniforms and provides technology support. Order office supplies and plans office events. Conduct building inspections with janitorial and landscape vendors and provide documented findings. Maintain lease files and other files as necessary. Administer the automated work order system (MAXIMO) and train new engineers on using the software as necessary. Operations - Coordinate with Property Managers and building personnel for tenant move in/move out. Generate tenant “welcome” letter, handbook, and appropriate welcome gift. Coordinate with Property Manager/ HQ for purchase of tenant signage (lobby, suite, and building) in accordance with building specifications. SECONDARY RESPONSIBILITIES: Maintain property information to include (at a minimum) license agreements, vendor/contractor list, emergency procedures, equipment list, inventory list and personnel list. Assist in budget preparation. Perform other job related duties as assigned.

Requirements

High School Diploma or equivalent
Minimum of 2 years of administrative experience
PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software
Ability to adapt to new or changing software programs
Exceptional organizational skills
Ability to type a 55 WPM accurately
Exceptional interpersonal and customer service abilities
Strong verbal and written skills preferred
May be required to carry and maintain appropriate government credentials

Nice To Haves

Familiarity using graphics presentation programs preferred

Responsibilities

Provide telephone support
Invoice processing and monitoring
Word processing
Maintaining system of contractor and tenant information
Contract document preparation and monitoring
Coordinating tenant request for services
Maintaining filing system
Assist Property Managers with tenant move in/move out
Provide customer service to tenants by receiving tenant calls and coordinating requests for services
Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination
Provides emergency and safety information to tenants
Coordinate the scheduling of evacuation drills with Chief Building Technician, Property Management team and tenants
Coordinate with Property Manager and vendor to plan tenant events
Coordinate security access information requests and emergency contacts lists
Activate/deactivate property access cards
Track and provide updates to MAXIMO tenant service requests
Monitor and accurately codes invoices in the accounting system in a timely manner in accordance with company guidelines
Research invoices and follow-up with vendors as needed
Assist the APM/PM with preparation and adherence to budget and monitor building expenses
Obtain W9 for new vendors and BCS compliance
Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact
Maintain tickler file for service contract expirations
Maintain up-to-date approved service contract list
Submit insurance claims to company
Provide administrative support for Property Managers and field personnel, to include sending out calendar invites and updating meeting minutes, preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed
Assist in ordering uniforms and provides technology support
Order office supplies and plans office events
Conduct building inspections with janitorial and landscape vendors and provide documented findings
Maintain lease files and other files as necessary
Administer the automated work order system (MAXIMO) and train new engineers on using the software as necessary
Coordinate with Property Managers and building personnel for tenant move in/move out
Generate tenant “welcome” letter, handbook, and appropriate welcome gift
Coordinate with Property Manager/ HQ for purchase of tenant signage (lobby, suite, and building) in accordance with building specifications
Maintain property information to include (at a minimum) license agreements, vendor/contractor list, emergency procedures, equipment list, inventory list and personnel list
Assist in budget preparation
Perform other job related duties as assigned

Benefits

CDP proudly offers to all employees working a minimum of 30 hours per week market-leading health benefits including medical, dental, vision and prescription, etc.

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