Property Assistant (5191)

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 live within commuting distance to the South Park area of Charlotte?
Do you have at least three years of commercial office property management experience?
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)

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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