Property Assistant

COPT Defense Properties•Annapolis Junction, MD

About The Position

The Property Assistant provides essential support to Property Managers and field personnel, ensuring smooth operations and excellent tenant relations. This role involves a wide range of administrative, accounting, and operational tasks, including managing tenant requests, coordinating service contracts, and maintaining property-related documentation. The Property Assistant plays a key role in tenant satisfaction and efficient property management.

Requirements

Customer service skills
Ability to coordinate requests for services
Ability to follow up with tenants
Ability to provide emergency and safety information
Ability to coordinate scheduling
Ability to prepare proposals and invoices
Ability to coordinate with Property Manager and vendors
Ability to coordinate security access information and emergency contacts
Ability to activate/deactivate property access cards
Ability to track and update service requests in MAXIMO
Ability to monitor and code invoices accurately and timely
Ability to research invoices and follow up with vendors
Ability to coordinate service contracts
Ability to monitor service contracts for insurance and waiver of lien forms
Ability to maintain a tickler file for service contract expirations
Ability to maintain an approved service contract list
Ability to provide administrative support
Ability to prepare letters, memos, spreadsheets, purchase order requests, and operating procedures
Ability to assist in ordering uniforms
Ability to provide technology support
Ability to order office supplies
Ability to plan office events
Ability to maintain office equipment and service agreements
Ability to maintain lease files and other files
Ability to administer automated work order system
Ability to train new engineers on software usage
Ability to coordinate tenant move in/move out
Ability to contact movers for Certificate of Insurance
Ability to provide rules and regulations for move in/move out
Ability to generate tenant welcome materials
Ability to coordinate purchase of tenant signage
Ability to maintain property information (license agreements, vendor/contractor list, emergency procedures, equipment list, inventory list, personnel list)
Ability to assist in budget preparation

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, etc.
Prepare proposals and invoices for additional services and utilities.
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.
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.
Provide administrative support for Property Managers and field personnel, including 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.
Maintain office equipment and equipment service agreements.
Maintain lease files and other files as necessary.
Administer the automated work order system and train new engineers on using the software as necessary.
Coordinate with Property Managers and building personnel for tenant move in/move out.
Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out.
Generate tenant “welcome” letter, handbook, and appropriate welcome gift.
Coordinate with Property Manager 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.