The Property Assistant performs advanced administrative duties requiring broad experience, skill and knowledge of organization policies and practices specific to Property Management at Waterman Properties, LLC. In conjunction with the Property Manager, the Property Assistant is responsible for maintaining good working relationship with clients and employees, providing assistance or directing them to the appropriate department to resolve questions or issues.
Essential Job Duties:
Assist Property Management in promoting, establishing and maintaining positive relations with the tenants and with the day-to-day operations of the property.
Provide high quality of customer service and take an active role in the tenant relations.
Answer the property management office phones in a courteous, professional, customer service oriented manner.
Interface with company personnel and outside parties to coordinate meetings, conference calls and appointments.
Generate work orders to maintenance personnel; notify vendors of normal day to day issues or relay to Property Manager if more serious in nature.
Assign work orders and ensure they are being closed in a timely fashion.
Communicate reported building issues to Property Manager and Chief Engineer.
Maintain accurate and updated vendor contact information.
Assist Property Manager in the maintenance of tenant contact/emergency contact lists.
Assist Property Manager and Chief Engineer in overtime staff scheduling/tracking as it relates to after hour staff coverage.
Assist with the scheduling of contractor work (ex: window washing) and coordinate with tenants.
Coordinate tenant alteration request procedures and organization of tenant drawings and work applications.
Coordinate for and provide tenants with holiday and special event notification such as welcome breakfasts, holiday drives, ice cream socials, etc.
Maintain lease files on all properties, including lease abstracts, rent rolls, stacking plans, and tenant certificates of insurance.
Maintain files on daily maintenance logs, contractual obligations, and answering service logs.
Monitor and order general office supplies as needed.
Open all mail, federal express, airborne, UPS and DHL packages and sort/distribute accordingly.
Track vacation and personal time for Property Manager and staff.
Manage card access system including changes in building access for holidays, order key blanks, etc.
Execute prompt accurate billing of tenant work orders for billable services on monthly basis.
Prepare tenant service charges for Property Manager.
Assist in the maintenance of an organized updated manual and electronic filing system for all properties, invoices, purchase orders, vendors, invoices, tenant work order billings and other general files.
Code utility invoices and keep current analysis spreadsheet for property.
Process monthly petty cash reconciliations.
Assist Property Manager in budgeting and tracking service contracts.
Maintain Certificate of Insurance Binder and ensure current certificates are on file.
Provide, supervise and coordinate approved vendor/contractor list to Security, freight elevator and after hour building access.
Assist Property Manager in the preparation and implementation of financial reporting obligations as per the Management Agreement.
Other duties as deemed necessary by property management staff to assist in the professional, cost effective, efficient management of the property.
Special projects as assigned.
Education & Experience: