Property Associate

Description

• Tracking administrative expenses to ensure they stay within budget and identifying cost reduction opportunities.
• Ensuring tenant and contractor certificates of insurance are accurate and meet defined standards.
• Maintaining regular contact with maintenance, security, and building staff to ensure cleanliness and security of common areas.
• Coordinating document management related to lease execution, distribution, and filing.
• Documenting incidents of potential property and equipment liability and forwarding information to risk management personnel.
• Assisting with accounts receivable (A/R) tasks, such as preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary.
• Tracking lease notification requirements to prevent missed deadlines and ensure proper distribution of notifications.
• Creating and maintaining accurate and organized physical and virtual filing systems.
• Maintaining general office organization.
• Supporting compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
• Using keyboards for typing and computer input.
• Assisting the property team in developing and implementing property and employee manuals.
• Reading video display terminals, order forms, and other written documents.
• Tracking and coordinating access card activation and deactivation as needed.
• Participating in the new tenant welcome and orientation program and assisting with move-in/move-out procedures.
• Organizing department lunches, meetings, events, and business travel.
• Gathering W-9 forms from vendors and assisting in new vendor setups as needed.
• Providing general and ad hoc administrative support to the property as needed.
• Coordinating conference room reservations.
• Supporting engineers with recording and billing monthly utility meter readings, as appropriate.
• Using and accessing stairwells during emergencies.
• Assisting team members with property budget preparation and recurring reporting.
• Preparing and distributing general correspondence and memos.
• Hearing, speaking, and answering the office telephone system.
• Sorting, organizing, and distributing incoming mail, as well as preparing and sending outgoing mail and packages.
• Organizing, compiling, and preparing reports for distribution.
• Tracking expiration dates for tenant and contractor certificates of insurance and providing advance notice of upcoming expirations.
• Receiving building access requests and coordinating access for visitors and vendors.
• Monitoring email, phones, and work order systems regularly to provide prompt and courteous responses and direct correspondence to the appropriate personnel.
• Join an industry leader and shape the future of commercial real estate.
• Updating employee, client, and customer contact databases.
• Assisting with vendor contract creation, execution, and tracking as requested.
• Participating in processing accounts payable (A/P) by reviewing and coding invoices for payment.

Requirements

• Advanced oral and written communication skills.
• Capable of developing effective and constructive solutions to challenges and obstacles.
• Comfortable with change and uncertainty, able to shift gears and make decisions without having the complete picture.
• Lifting a minimum of thirty-five (35) pounds.
• High school diploma is required.
• Proficient knowledge of Microsoft Office Suite and willingness to learn new programs and technology.
• Minimum of 1 year of experience in commercial real estate, property team, or office management.
• Ability to occasionally work flexible hours exceeding 8 hours per day, 5 days per week, or 40 hours per week.
• Self-starter with the ability to manage multiple projects under pressure.
• Ability to calculate figures and percentages.
• Strong attention to detail and organizational skills.
• Frequent standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling.
• Bachelor's degree (BA/BS) is preferred.
• Ability to work autonomously or as part of a team, interacting effectively with coworkers and internal clients at all levels and in multiple disciplines.
• Regular sitting for long periods of time.

Benefits

• A supportive, caring and diverse work environment designed for your growth and well-being.
• Comprehensive and competitive benefits plan
• Deep investment in cutting-edge technology to power your work.

Training + Development

Interview process

Visa Sponsorship

Security clearance