Property Assistant

COPT Defense Properties•Mclean, VA

About The Position

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.

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.
May be required to carry and maintain appropriate government credentials.

Nice To Haves

Familiarity using graphics presentation programs preferred.
Strong verbal and written skills preferred.

Responsibilities

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.