Property Assistant
About The Position
The Property Assistant provides administrative support to a team of Property Managers and serves as the first telephone response for tenant and customer service requests across a portfolio of investment and corporate properties. The role compiles and helps prepare periodic operational, administrative, and financial reports; handles information requests and follow-up; and may assist with budget preparation and control activities. The position supports property documentation and accounting processes, coordinates tenant service requests, and maintains filing and tracking systems. It also assists with billing and collections, meeting coordination, office operations, and the administration of vendor and property invoices. The stated working conditions are normal, with the absence of disagreeable elements.
Requirements
- Bachelor’s degree, or a high school diploma/GED and a minimum of 3–4 years of previous related experience, preferably in real estate.
- Proficiency in MS Word, MS Excel, and email.
- Working knowledge of the Internet and Internet searching 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 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 expenditures; assist in developing programs when needed.
- Coordinate property-related documents with Property Managers, including memoranda, letters, monthly reports, proposals, and other projects; create transcription from Dictaphone and ensure documents are timely and accurate.
- Coordinate tenant service requests, delegate calls to property service technicians, and follow up with tenants and/or Property Managers as required.
- Compile information and prepare or update 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 with annual budget preparation and development.
- Administer and print property accounting reports for Property Manager review or inclusion in periodic property reports.
- Administer vendor, real estate tax, and other property invoices by date-stamping, coding or processing them for review and approval, and entering them into the accounting system.
- Organize and schedule meetings and coordinate related arrangements and materials.
- Assist with monthly billing, periodic tenant billing adjustments (PTARs), and collection of tenant rent and other receivables.
- Oversee copying, faxing, and mail distribution; monitor and order office supplies; maintain assigned office equipment and coordinate vendor service or repairs.
- Perform other duties as assigned.
Benefits
- Industry-leading parental leave policy of up to 16 weeks
- Healthcare
- 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, including deferred cash or equity
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What This Job Offers
Job Type
Full-time
