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Property Assistant (145)

Posted on April 4, 2019

Department: Property Management
Location: Legacy Union
City/State: Charlotte, NC
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Position Description:

Assist in coordinating all areas of administration and management relating to the assigned building(s)

The Property Assistant is responsible for meeting the needs of the Property Management Team. This individual will maintain a high level of professionalism in addressing and coordinating Property Management issues including response to, and resolution of, any Property Manager, Client, and Tenant requests or concerns

First point of contact for tenants and vendors who enter the Management office. As needed, escalate issues to Assistant Property Manager or Senior Property Manager.

Provide full administrative support including phone support, typing, reports, filing, and distribution of correspondence

Coordinate and assist with meetings/special events held at the property as requested

Update and maintain property contact lists and emergency information for property

Coordinate, schedule, and assist with deliveries to and from the dock area

Ensure that invoices are processed properly by coding property invoices for property manager approval, recording/maintaining invoice tracking spreadsheet, and submitting for payment

Maintain property work order system in Workspace and Mark V, including on-demand and scheduled work order input & dispatching, closing, time tracking, and general reporting

Create, submit, distribute, and track vendor contracts

Maintain Property files (electronically as well as hard copies on-site)

Maintain all Vendor Certificates of Insurance, W-9s, and any additional forms necessary for Contractors

Conduct property inspections and reports to ensure quality assurance and efficient customer service

Assist in reviewing and compiling monthly and quarterly reports for client and property management team

Assist in keeping the Client’s Policies and Procedures updated and current

Promote and foster positive relationships with tenants, owners, and staff

Order office and kitchen supplies as needed

Handle other duties as assigned

Position Requirements:

Four year degree and 3+ years of related experience; or the equivalent combination of education and related experience

Real Estate experience a strong plus

Familiarity with commercial real estate documents and the work order process

Proficiency in Word, Excel, Power Point, Adobe Acrobat/PDF, and Outlook E-mailing programs

Strong interpersonal skills; ability to maintain professionalism in a sensitive environment

Excellent verbal/written communications skills

Strong organizational skills; detail oriented

Proven record of providing excellent internal and external customer service

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