Portfolio Assistant

Overview

Assist manager with daily ops, leasing, finance, and tenant/vendor relations.

Key Responsibilities

• vendor management
• lease docs
• work orders
• inspection reports
• budget prep
• insurance tracking

Tasks

-As assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issues -Distribute lease documents to Owner, Administrative Assistant, and Tenant -Partner with Manager(s) and leasing team members to ensure that all vacant space is in “market ready” condition -As directed by Manager(s), assist Administrative Assistant in creating and maintaining lease and property files -As assigned by Manager(s), respond to and resolve tenant concerns -Request and review bids from contracted service providers; make recommendations to Manager(s) -Maintain and update “Desk Notes” -Maintain courteous, service-oriented rapport with tenants -As directed by Manager(s), review specifications and make recommendations to Manager(s) for necessary changes or updates -As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to schedule repairs and work orders -Follow through on any needed repairs or maintenance as directed by Manager(s) -Promote and foster confident, comfortable relationships with owners -Create Account Action Request forms for Manager’s signature -As directed by Manager(s), communicate with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved -As directed by Manager(s), make collection calls to delinquent tenants -Request appropriate insurance information from new vendors ensuring all required information is received -Coordinate approval of and track process of leases, contracts, notices, and other time sensitive documents -Prepare weekly and/or monthly inspection reports for Engineer(s) to complete -Maintain building floor plans, vacant space log, and stack plans -Review annual CAM reconciliations as assigned by Manager(s) and report findings to Manager(s) -As directed by Manager(s), assist in the collection of delinquencies by contacting tenants and preparing demand notices and pay or vacate notices -Prepare new vendor set up form for approval by Manager -Assist Manager(s) with annual budgeting process, to include re-bid of service contracts as directed by Manager(s) -Code invoices/payables in a timely manner each week -Assist with the budget preparation process, to include contacting utility companies, vendors, and contractors to obtain upcoming rate increases; compiling data for Manager(s) and property accountant for final budget input -Track tenant and vendor insurance compliance -Coordinate signage, keys, and distribution of property information sheet to Tenant -Receive, code, and track all invoicing related to lease commissions -Ensure on-going contracted vendor services are performed on schedule, and that services meet contract specifications -There are no direct supervisory responsibilities. However, the Portfolio Assistants act as a lead and may direct work for Building Engineers and Administrative Assistants. -Research problems with invoices, including resolving past due balances -Prepare maintenance and service contracts for Manager’s signature -Assist Property Manager(s) in preparation of monthly Owner statements - assembles, copies, and distributes financial reports -Dispatch vendors/contractors as directed by Manager(s)

Requirements

• excel
• microsoft office
• property management
• customer service
• attention to detail
• 2+ years

What You Bring

-Professional ability to build relationships with clients, vendors and internal partners -While performing the duties of this job, the employee is regularly required to talk and hear. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision. The employee must be able to conduct physical inspections and tours, to include the use of stairs and roof access ladders. The employee must sometimes lift and/or move items up to 10 pounds. -Good communication and organizational skills. -Strong customer service skills with the ability to interface with prospective tenants, owners, employees, and management -Demonstrated ability to recognize high quality maintenance work -Demonstrated ability to prioritize, multi-task and utilize resources to execute tasks within a deadline-oriented environment -Demonstrated initiative and trouble shooting skills -High School Degree or Equivalent -This is a standard office environment with standard office noise like talking, office equipment, etc. -Exceptional attention to detail -PC literate (Internet, Word, Outlook, Microsoft Office Suite) Strong Excel skills -2+ years commercial property management experience -Demonstrated ability to draft quality, well written emails, reports and letters -Professional communication etiquette with good oral and written communication skills -Ability to speak, write and understand English

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About Kidder Mathews

-Known for an entrepreneurial, independent structure, they empower local experts backed by firm-wide collaboration. -Standout fact: one of the largest independent CRE firms west of the Rockies, yet privately held and locally rooted.

Sector Specialisms

Security Clearance

-qualified individuals with arrest or conviction records will be considered per applicable fair chance ordinances.