Property Assistant (5191)
| Department: | Property Management |
|---|---|
| Location: | 5400 Trinity Road |
| City/State: | Raleigh, NC |
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Position Description:
SUMMARY
Assist in coordinating all areas of administration and management relating to the assigned building(s)
DUTIES AND RESPONSIBILITIES
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; escalate issues as needed
- Update and maintain property contact lists and emergency information for property
- Coordinate, schedule, and assist with deliveries to and from the dock area
- Promote and foster positive relationships with tenants, owners, and staff
- Ensure that invoices are processed properly by coding for property manager approval, recording/maintaining invoice tracking spreadsheet, and submitting for payment
- Maintain property work order system in the CMMS system, 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
- 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.
- Assist in keeping the Client’s Policies and Procedures updated and current
- Order office and kitchen supplies as needed
- 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
- Proficiency in Word, Excel, Power Point, Adobe Acrobat/PDF, and Outlook
- 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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