Property Assistant

Cantor Fitzgerald•Irvine, CA

14h•Onsite

About The Position

This role is responsible for ensuring financial controls and business processes are in place for expenditures, and assisting in developing programs to support business needs where lacking. The Property Assistant will coordinate with Property Managers on property-related document administration, including memoranda, letters, monthly reports, proposals, and other projects using company software. They will also handle transcriptions from Dictaphone, ensuring the timeliness and accuracy of all documents. Additionally, the role involves coordinating tenant service requests related to property operations and administration, maintaining a professional image, and delegating calls to property service technicians, followed by tenant and/or property manager follow-up. The position requires compiling information, preparing, and updating reports such as Lease Abstracts, Vendor Insurance Certificates, Vendor Service Agreements, Vendor Invoices and Service Records, Property Emergency Call Lists, and Tenant Contact Lists. Developing and maintaining property filing and tracking systems for these reports and documents is crucial. The Property Assistant will support Property Managers in annual budget preparation and development, administer and print various property accounting reports (e.g., Accounts Receivable, Check Register, Variance Report, General Ledger, Rent Roll) for review, and administer vendor, RE Tax, and other property invoices by dating, coding, processing for approval, and entering them into the accounting system. The role also includes organizing and scheduling meetings, preparing necessary materials, and assisting Property Managers with monthly billing, periodic tenant billing adjustments (PTAR’s), and collections. Overseeing copying, faxing, and mail distribution, monitoring and ordering general office supplies, and ensuring assigned office equipment is maintained and secure are also key responsibilities. Contacting and coordinating with vendors for equipment service or repair may be required. Other duties may be assigned.

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.
Broker or salesman 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 all expenditures.
Assist in developing programs to support business needs where lacking.
Coordinate with Property Managers in property-related documents administration (memoranda, letters, monthly reports, proposals, etc.).
Create transcription from Dictaphone.
Ensure timeliness and accuracy of documents.
Coordinate tenant service requests pertaining to property operations and administration.
Maintain a professional image to internal and external callers.
Delegate calls to property service technicians and follow up with tenant and/or property manager as required.
Compile information, prepare, and update reports (Lease Abstracts, Vendor Insurance Certificates, Vendor Service Agreements, Vendor Invoices and Service Records, Property Emergency Call Lists, Tenant Contact Lists, etc.).
Develop and maintain property filing & tracking systems for reports and documents.
Assist Property Managers in the annual budget preparation and development.
Administer and print various property accounting reports (Accounts Receivable, Check Register, Variance Report, General Ledger, Rent Roll, etc.).
Administer vendor, RE Tax and other property invoices (date stamp, code/process for approval, enter into accounting system).
Organize and schedule meetings, prepare necessary materials, and interact with attendees.
Assist Property Managers in monthly billing, periodic tenant billing adjustments (PTAR’s), and subsequent collections.
Oversee copying, faxing, and mail distribution.
Monitor and order general office supplies.
Ensure assigned office equipment is adequately maintained and secure.
Contact and coordinate with vendors to service or repair equipment.
Perform other duties as assigned.