Property Assistant

Cantor Fitzgerald•San Jose, CA

20h•Onsite

About The Position

Newmark Group, Inc. is a world leader in commercial real estate, providing comprehensive services for the entire property life cycle. The Property Assistant will provide administrative support to a team of Property Managers, handling all administrative aspects of property management and reporting. This role serves as the first point of contact for tenant/customer service requests for a portfolio of investment and corporate properties. The position involves compiling and assisting in the preparation of various property operational, administrative, and financial reports, requiring broad experience and knowledge of organizational policies and practices. The role may also involve assisting in budget preparation and control activities.

Requirements

Bachelor’s Degree or High School Diploma/General Education Degree (GED)
Minimum 3-4 years previous related experience, preferably in a Real Estate Background.
Proficient in MS Word, MS Excel, E-Mail.
Working knowledge of Internet and Internet Searching Techniques.
Ability to work independently with minimal supervision.
Flexibility to handle changing priorities and projects.
Ability to prioritize workload with an 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.
Attention to detail.
Valid real estate license as required for property management in the state/s where business is transacted.

Responsibilities

Ensure financial controls and business processes are in place for processing, monitoring, analyzing, and reporting expenditures, and assist in developing programs to support business needs where lacking.
Coordinate with Property Managers in property-related document administration, including memoranda, letters, monthly reports, and proposals, using company software.
Create transcriptions from Dictaphone, ensuring timeliness and accuracy of documents.
Coordinate tenant service requests related to property operations and administration, maintaining a professional image to callers.
Delegate calls to property service technicians and follow up with tenants and/or property managers as required.
Compile information, prepare, and update reports or process other 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 in the annual budget preparation and development.
Administer and print property accounting reports (e.g., Accounts Receivable, Check Register, Variance Report, General Ledger, Rent Roll) for Property Manager review or compilation.
Administer vendor, RE Tax, and other property invoices, including date stamping, coding, processing for approval, and entering into the accounting system.
Organize and schedule meetings, preparing necessary materials and coordinating with attendees.
Assist Property Managers in monthly billing, periodic tenant billing adjustments (PTAR’s), and collection of 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 adequately maintained and secure.
Contact and coordinate with vendors for equipment servicing or repair.
May perform other duties as assigned.