Job Description Summary

Performs the administrative functions of the Commercial Property Management Team assuring a high level of professionalism in property issues, including timely response to and resolution of any tenant requests or concerns.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Provide full administrative support, including phone support, typing reports, filing and distribution of correspondence
• Schedule and coordinate meetings/special events, as requested
• Assist in lease administration activities, including tenant contacts and insurance information; generate reports
• Prepare and code invoices for Property Manager’s approval
• Ensure office is stocked with office supplies and other required items to maintain the office
• Ensure prompt and accurate completion of contract and certificates of insurance information in contract administration software
• Track and file contracts and insurance certificates; maintain follow-up system for expirations
• Monitor and maintain the property maintenance work order system and prepare monthly reports for Property Manager on status of tenant work orders
• Maintain the property purchase order system
• Maintain lease and contract files, as well as other files located within the property management office
• Promote and foster positive relationships with tenants and clients and track service calls as required
• Assist with monthly and quarterly management reports as well as annual budget preparation
• Process management and maintenance staff hours, tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval

IMPORTANT EDUCATION

• High school diploma/GED equivalent; Bachelor’s Degree
• IMPORTANT EXPERIENCE
• Customer service experience required

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Proficiency in Microsoft Office Suite and Yardi
• Ability to give and take direction and to interface with decision makers in a professional manner and maintain confidential information