Job Function: Provides the Property Manager with assistance in association with the everyday operations of assigned properties. Works closely with tenants, vendors, the Facilities Manager, and technicians to process work orders and maintain tenant customer service, property budgeting, income and expense control, and lease administration.
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Duties and Responsibilities:
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Coordinate all incoming tenant requests for services
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Serve as a liaison between tenants, asset management, property management, and building engineering
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Code and process invoices in a timely fashion
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Research and approve invoices, and verify amounts and scope of work with vendor contracts and purchase orders
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Enter/issue work orders to maintenance teams and provide administrative support
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Communicate with facilities techs to ensure work orders are received and completed
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Conduct weekly work order analysis to trend activity and ensure customer satisfaction
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Prepare tenant bill back work orders for Property Manager’s approval
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Assist with obtaining vendor proposals and bid collections
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Create vendor contracts and maintain certificates of insurance for all vendors and tenants
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Monitor Aged Receivable report and contact tenants as necessary for collections
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Coordinate move in/out with tenants
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Assist tenants with questions regarding rent and CAM
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Assist with lease administration
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Update and maintain rent rolls and stacking charts
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Review lease abstracts and leases and entering into Yardi
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Maintain tenant lease files
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Answer emails and process correspondence with tenants as necessary
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Provide support with monthly variance reports
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Assist in the preparation and monitoring of property budgets
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Occasional travel throughout portfolio.
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Required Skills, Knowledge, and Technical Ability:
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Ability to present information in a clear and concise manner, both written and oral
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Knowledge of real estate principles, including physical plant and leasing administration
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Knowledge of general business management practices and principles
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Valid driver's license
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High proficiency in MS Word and Excel, proficiency with computer use, email, and ability to learn specific property management software
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Yardi knowledge and proficiency with accounting database and reporting are a plus