Property Assistant

COPT Defense Properties•Annapolis Junction, MD

About The Position

The Property Assistant provides essential support to Property Managers and building personnel, focusing on tenant relations, accounting, administrative tasks, and operational coordination. This role involves ensuring tenant satisfaction, managing financial documentation, maintaining organized files, and facilitating smooth building operations, including tenant move-ins and move-outs.

Requirements

Customer service skills
Ability to coordinate service requests
Ability to follow up with tenants
Knowledge of emergency and safety information
Ability to coordinate scheduling
Ability to prepare proposals and invoices
Ability to coordinate with vendors
Ability to coordinate security access information
Ability to activate/deactivate access cards
Familiarity with MAXIMO tenant service requests
Ability to code invoices accurately and timely
Ability to research invoices and follow up with vendors
Knowledge of service contracts, insurance, and waiver of lien forms
Ability to maintain contract expiration files
Ability to maintain approved service contract lists
Administrative support skills
Ability to prepare letters, memos, and spreadsheets
Ability to process purchase order requests
Ability to create operating procedures
Skills in ordering uniforms
Technology support skills
Ability to order office supplies
Ability to plan office events
Ability to maintain office equipment and service agreements
Ability to maintain lease and other files
Proficiency in automated work order systems
Ability to train new engineers on software
Ability to coordinate tenant move-in/move-out
Ability to contact movers for Certificates of Insurance
Ability to provide rules and regulations for move-ins/move-outs
Ability to generate tenant welcome materials
Ability to coordinate purchase of tenant signage
Ability to maintain property information (license agreements, vendor lists, emergency procedures, equipment, inventory, personnel)
Ability to assist in budget preparation

Responsibilities

Provide customer service to tenants by receiving calls and coordinating service requests.
Follow up with tenants to ensure satisfaction with completed work orders.
Provide emergency and safety information to tenants.
Coordinate the scheduling of evacuation drills.
Prepare proposals and invoices for additional services and utilities.
Coordinate with Property Manager and vendors 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 code invoices in the accounting system in a timely manner.
Research invoices and follow-up with vendors as needed.
Coordinate service contracts and monitor current contracts for proper insurance and waiver of lien forms.
Maintain a tickler file for service contract expirations.
Maintain an 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.
Assist in ordering uniforms and provide technology support.
Order office supplies and plan 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.
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 letters, handbooks, and appropriate welcome gifts.
Coordinate with Property Manager for purchase of tenant signage.
Maintain property information, including license agreements, vendor/contractor lists, emergency procedures, equipment lists, inventory lists, and personnel lists.
Assist in budget preparation.
Perform other job-related duties as assigned.