Portfolio Assistant

Description

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

Requirements

• Professional ability to build relationships with clients, vendors and internal partners
• 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
• High School Degree or Equivalent
• PC literate (Internet, Word, Outlook, Microsoft Office Suite) Strong Excel skills
• Good communication and organizational skills.
• Exceptional attention to detail
• 2+ years commercial property management experience
• Professional communication etiquette with good oral and written communication skills
• Strong customer service skills with the ability to interface with prospective tenants, owners, employees, and management
• This is a standard office environment with standard office noise like talking, office equipment, etc.
• 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.
• Demonstrated ability to draft quality, well written emails, reports and letters
• Ability to speak, write and understand English
• Demonstrated initiative and trouble shooting skills

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance