Portfolio Assistant

Overview

Assist manager with daily operations of a commercial real estate portfolio, handling leasing, finance, operations, and tenant relations.

Key Responsibilities

• invoice coding
• vendor coordination
• inspection reports
• owner statements
• budget preparation
• insurance compliance

Tasks

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

Requirements

• commercial property
• 2+ years
• excel
• customer service
• high school
• communication

What You Bring

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

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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.

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