Property Assistant (2896)

Department:Property Management
Location:Piedmont Town Center
City/State:Charlotte, NC
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Please answer these questions and upload your resume:

Do you have a four year degree and 3+ years of related experience; or the equivalent combination of education and related experience?
Do you have commercial real estate experience?
Do you live within commuting distance of the Charlotte, NC area?
Please upload your resume
(.pdf, .jpg, .png, .doc, .docx, .rtf, .odt format max 5MB size):

Position Description:

SUMMARY
Assist in coordinating all areas of administration and management relating to the assigned building(s) for the Property Management Team

DUTIES AND RESPONSIBILITIES

  • Address and coordinate Property Management issues including response to, and resolution of, any Client or Tenant requests or concerns; as needed, escalate issues to Senior Property Manager
  • Provide full administrative support including phone support, typing, reports, filing, and distribution of correspondence
  • Serves as Emergency Coordinator for emergency work orders and facility response
  • Determine level of emergency, dispatch all required vendors, maintain communication with all stakeholders
  • Participate in weekly Work Order call, assist with vendor calls updating ETA on work completion, following up with vendors to ensure timely submission of invoices from vendors
  • Ensure that invoices are processed properly by coding for Senior Property Manager approval, verifying invoice pricing with contract, recording/maintaining invoice tracking spreadsheet, submitting for payment, and linking invoice with work order in VUE
  • Maintain property work orders in VUE, 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 weekly/monthly/quarterly reports for property management team and client
  • Assist in keeping the Client’s Policies and Procedures updated and current
  • Coordinate and assist with meetings/special events at the property
  • Update and maintain property contact lists and emergency information
  • Handle other duties as assigned

Position Requirements:

EDUCATION/EXPERIENCE

  • 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 helpful
  • Proficiency in Word, Excel, Power Point, Adobe Acrobat/PDF, and Outlook E-mailing programs
  • Ability to maintain professionalism in a sensitive environment
  • Proven record of providing excellent internal and external customer service
  • Strong interpersonal skills; excellent verbal and written communication skills; ability to effectively communicate with all levels of organization
  • Must maintain the highest level of professionalism and confidentiality
  • Excellent organizational skills with attention to detail and a high level of accuracy
  • Ability to be flexible and handle multiple, changing priorities; sense of urgency
  • Ability to work independently and in a team environment
  • Self-starter with excellent time management skills; ability to meet deadlines
  • Ability to maintain a proactive approach and a readiness to handle Client concerns and processes as well as unexpected emergencies

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