Property Assistant (5191)
| Department: | Property Management |
|---|---|
| Location: | Piedmont Town Center |
| City/State: | Charlotte, 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 contact the Management Office; escalate issue to Property Manager as necessary
Provide full administrative support including phone support, typing, reports, filing, and distributing correspondence
Coordinate and assist with meetings/special events held at the property
Update and maintain property contact lists and emergency information for property
Ensure that invoices are processed properly by coding for property manager approval, record/maintain invoice tracking spreadsheet, and submit for payment
Coordinate tenant bill backs and recoveries with Property Manager
Maintain property work order system 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 (COIs), W-9s, and any additional forms necessary for Contractors
Conduct property inspections and provide 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
Assist Company executive with daily administration of company’s automotive fleet including but not limited to the following:
- Act as liaison with external fleet management company
- Facilitate ordering new or replacement vehicles
- Assist Lincoln Harris account managers with vehicle requests and disposition to include scheduling pick up and disposal of retiring vehicles
- Coordination up-fit of aftermarket equipment and company logos
- Ensure all fleet members have proper licensure
- Manage vehicle licensure and registration
- Communicate with vehicle insurance company for wreck repairs, short term rentals, and/or replacements
- Answer calls for urgent maintenance requests from service companies and provide authorization for same
- Provide reports to management on budgeting, schedules, maintenance, and fleet progress
- Distribute fuel credit cards and maintenance credit cards
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 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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