Property Assistant

Cantor Fitzgerald•San Jose, CA

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 a primary telephone contact for tenant and customer service requests and supports property administration, operational and financial reporting, document management, invoicing, billing, collections, and budget preparation. The position requires broad experience and knowledge of administrative practices, analysis of information requests, and timely follow-up. The employee may also perform other duties as assigned.

Requirements

Bachelor’s degree, or a high school diploma/GED and at least 3–4 years of related experience; real estate experience is preferred.
Proficiency in MS Word, MS Excel, and email.
Working knowledge of the internet and internet search techniques.
Ability to work independently with minimal supervision.
Flexibility to handle changing priorities and projects.
Ability to prioritize workload, attention to detail, and willingness to 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.
Broker or salesperson license as required for property management in the state or states where business is conducted.

Nice To Haves

Real estate background.

Responsibilities

Ensure financial controls and business processes are in place for processing, monitoring, analyzing, and reporting expenditures; help develop programs when needed to support business needs.
Coordinate property-related documents with Property Managers, including memoranda, letters, monthly reports, proposals, and other projects, using company software packages.
Create transcriptions from Dictaphone and ensure documents are accurate and timely.
Coordinate tenant service requests relating to property operations and administration; maintain a professional image with callers, direct calls to property service technicians, and follow up with tenants or Property Managers as needed.
Compile information and prepare or update documents and reports, including 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, such as accounts receivable, check register, variance report, general ledger, and rent roll, for Property Manager review or inclusion in periodic reports.
Administer vendor, real estate tax, and other property invoices by date-stamping, coding and processing them for review and approval, and entering them into the accounting system.
Organize and schedule meetings and prepare related arrangements and materials, including site reservations and attendee coordination.
Assist Property Managers with monthly billing, periodic tenant billing adjustments (PTARs), and collection of rent and other tenant receivables.
Oversee copying, faxing, and mail distribution within the designated area.
Monitor and order general office supplies as needed.
Ensure assigned office equipment is maintained and secure, and coordinate vendor servicing or repairs.

Benefits

Industry-leading parental leave policy of up to 16 weeks.
Healthcare benefits.
Bright Horizons back-up care program.
Paid time off.
Education reimbursement.
Referral program.
Opportunities to network and connect.
Vision insurance.
Dental insurance.
401(k) retirement plan with employer matching.
May be eligible for discretionary bonuses and other short- and long-term incentives.