Property Associate

Description

• Service Contracts – Draft service contracts as requested by managers within 24-48 hours of the request for review by the manager.
• Accounts Receivable – Print aged Delinquency report on the designated day each month. PA is responsible for following up with tenants and sending delinquency letters for charges over 30 days old. Report is submitted to Client weekly.
• Responsible for monthly accounting accruals and work order reclasses.
• Responsible for monthly reporting – executive summary and variance report.
• Operations Audit – Assist FSRE /EHS staff in preparation of annual Operations Audit.
• Safety Warden Meetings – Work with Security Director and Site EHS / FSRE staff to plan an annual safety warden meeting.
• Budget Preparation – Assists team members with budget preparation for the property as requested by AGM/GM.
• Tenant Service Request – PA is responsible for daily review of TSR’s noting completion times or dates if beyond acceptable limits, whether job performed to satisfy TSR, etc.
• Tenant Meetings – Plan agenda for meetings and have approved by Manager (at least 1 per quarter).
• Update and file all documents for Vendors and Customers in electronic files and hard copy if applicable to ensure that contract and lease administration files are accurate and up to date.
• Develop and manage annual operations schedule and review in each team meeting.
• Back up to TSR when TSR is on PTO.
• Electric Consumption Tracking – Responsible for ensuring engineers take monthly readings from electric meters for tenants that have supplemental units.
• Planning and Organizing – Establish course of action to accomplish goals and evaluates results, develops schedules and task/people assignments, can orchestrate multiple activities at once to accomplish goals, meet deadlines and use resources effectively and efficiently.
• W-9’s – responsible for obtaining W-9 forms when TSR is on PTO.
• Coordinate any movement of employee workstations – including cubicle / office relocations and equipment within.
• Responsible for monthly reporting to include accruals, executive summary, variance report and compiling final report for Client.
• Lease Abstract – primary responsibility to prepare all lease abstracts.
• Tenant Notification – Prepare tenant memos and correspondence as directed by Managers regarding building holidays, upcoming events, as a back up to TSR.
• Team Meetings – PA is responsible for managing the bimonthly team meetings, this includes developing agenda, leading the meetings and circulating notes within 24 hours of meeting.
• Tenant Handbook – Review, update, revise, and distribute to tenants.
• Customer Service – Provide superior customer service to all tenants, clients, contractors, and vendors at all times.
• Work with engineering staff to ensure discrepancies and address in next staff meeting.
• Manual Adjustment Forms – PA prepares manual adjustment forms for Tenant Service Request (e.g., requested HVAC over time, labor to hang white boards, keys). TSR also completes this function.
• Tenant Move-In’s/Move-Out’s – coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary.
• Contract Management – PA has full responsibility for all facets of contract management in all assigned contracts, this includes however not limited to bidding, day-to-day management of service including scheduling and managing monthly meetings.
• Management Audit/CEP – Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually in the assigned categories. PA has full responsibility for all audit-related requirements in the assigned categories.
• Maintain a record of cubicle assignment and update as needed.
• Responsible for weekly building inspections based on developed schedule.
• Maintains accounts receivable, including following up with tenants as necessary on aged delinquency, submit to ownership weekly.

Requirements

• Time Management – Use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.
• Learning on the Fly – Learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks.
• Written/Oral communications – Ability to speak and write clearly and concisely, get messages across that have the desired effect.
• Attention to Detail – Thorough in accomplishing a task with concern for all the areas involved, no matter how small, will not overlook what needs to be done and can be depended upon to do each task accurately and completely.
• Minimum 1 – 3 years in a workplace setting
• Interpersonal Savvy – Relates well to professionals both inside and outside the organization uses diplomacy and tact.
• Commercial Real Estate Experience a Plus
• Microsoft Office proficiency
• Bachelor’s Degree Business or commensurate experience
• Dealing with Ambiguity – Can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, can comfortably handle risk and uncertainty.
• Self-Starter – Able to start and complete projects independently.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance