Property Assistant

Newmark•San Antonio, TX

2d•$40,000 - $45,000

About The Position

The Property Assistant provides administrative support to a team of Property Managers for a portfolio of investment and corporate properties. The role is the primary telephone response for tenant and customer service requests and supports property administration, reporting, budgeting, accounting, billing, and collections. Duties require experience and knowledge of organizational policies and practices, along with the ability to analyze information requests and follow up. The role may directly assist with budget preparation and control activities. The position also supports document preparation and records management, vendor and invoice administration, meeting coordination, and office operations. The salary range is $40,000 to $45,000 annually. The position may also be eligible for discretionary bonuses and other short- and long-term incentives. Working conditions are described as normal, without disagreeable elements.

Requirements

Bachelor’s degree, or high school diploma/GED and a minimum of 3–4 years of related experience; real estate experience is preferred.
Proficiency in Microsoft Word, Microsoft Excel, and email.
Working knowledge of the internet and internet search techniques.
Ability to work independently with minimal supervision.
Flexibility in handling changing priorities and projects.
Ability to prioritize workload, pay attention to detail, and complete projects in a timely and efficient manner.
Strong proofreading and editing skills.
Strong business vocabulary, grammar, and effective communication skills.
Discretion regarding personnel and industry-related matters.
Excellent interpersonal skills.
Attention to detail.

Nice To Haves

Real estate background or experience.

Responsibilities

Coordinate property-related document administration with Property Managers, including preparing memoranda, letters, monthly reports, proposals, and other projects using company software; transcribe Dictaphone recordings and ensure documents are timely and accurate.
Coordinate tenant service requests related to property operations and administration, maintain a professional image with callers, delegate calls to property service technicians, and follow up with tenants and/or Property Managers as needed.
Compile information, prepare and update reports, and process documents such as lease abstracts, vendor insurance certificates, vendor service agreements, vendor invoices and service records, property emergency call lists, and tenant contact lists.
Develop and maintain property filing and tracking systems for reports and documents.
Assist Property Managers with annual budget preparation and development.
Administer and print property accounting reports for Property Manager review or inclusion in periodic reports, including accounts receivable, check registers, variance reports, general ledgers, and rent rolls.
Administer vendor, real estate tax, and other property invoices by date-stamping, coding and processing them for Property Manager review and approval, and entering them into the accounting system.
Organize and schedule meetings, including arranging sites, preparing materials, and coordinating with attendees.
Assist with monthly billing, periodic tenant billing adjustments (PTARs), and collection of monthly rent and other tenant receivables.
Oversee copying, faxing, and mail distribution within the designated area; monitor and order office supplies; ensure assigned office equipment is maintained and secure; and coordinate vendor service or repairs.
Perform other duties as assigned.