Assist Property Management with the day to day operations, tenant relations, and accounting for assigned property or portfolio through the coordination of tenant requests and administration of maintenance services.
Assist Property Management in promoting, establishing and maintaining positive relations with the tenants and with the day-to-day operations of the property.
Create purchase orders, code and process vendor invoices utilizing required expense allocations and ensuring vendors are billing according to contracts, negotiated rates and property budgets.
Responsible for diligently reviewing invoices and proactively reaching out to vendors to review questionable or inaccurate billings.
Manage and track sustainability statistics for the portfolio to include waste diversion, electrical consumption and water consumption.
Answer and route phone calls and emails from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
Notify Property Manager of repeat tenant complaints or unusual and/or unreasonable situations.
Provide high quality of customer service and take an active role in the tenant retention program.
Update and maintain current daily and emergency tenant contact lists and tenant information manuals.
Coordinate for and provide tenants with holiday and special event notifications such as welcome breakfasts, recycling audits/promotional recycling events, bicycle safety events, blood drives, ice cream socials, etc.
Provide support to Property Managers by producing, modifying and /or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous deliverables.
Work with the certificate of insurance management company, to ensure compliant insurance certificates are on file for all contractors performing work at the properties.
Manage new vendor set ups.
Execute prompt, accurate billing of tenant work orders for billable services on bimonthly basis, 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.
Assist with the scheduling of contractor work (ex: window washing) and coordinate with tenants.
Contribute toward overall office operational needs by helping to provide phone coverage during lunchtime, vacation, sick days, etc., as well as providing administrative support related to maintaining property management operations as necessary.
Assist Property Mangers with gathering and inputting data in property budgets.
*The Company may revise this job description from time to time as business needs require. It is not intended to be an exhaustive listing of all the functions of the job, nor to limit the Company’s right to assign other functions to an employee in this position. This job description does not constitute a written or implied contract of employment
SITE SPECIFIC FUNCTIONS
Review of work order system activities.
Assist in execution of visitor management procedures.
Manage budget book creation and ensure reporting dates are met.
CUSTOMER SERVICE FUNCTIONS:
Demonstrates commitment to deliver outstanding customer service.
Advanced situational judgment – ability to know what is needed to satisfy the customer
Takes ownership to personally resolve customer problems (or find someone who can).
Listens well, asks clarifying questions and checks for agreement with customers.
Committed to following-up with customers in all instances in a timely manner.
Strong sense of accountability – ensures that you will do what you say that you are going to do.
Creates a personal connection with customers – smiles, warm greetings, acts friendly and respectful, listens.
Take and maintain ownership of Customer Service situations that are immediately present.
Follow-up on all situations to verify expectations are met or exceeded.
JOB QUALIFICATION REQUIREMENTS:
College Degree preferred.
Real Estate or business-related course of study preferred.
Excellent communication, organizational and leadership skills necessary.
Computer literacy required.
Experience with computerized property management and / or accounting software preferred.
Machines, Tools and Equipment, Software:
Computer w/Internet and e-mail capabilities, Telephone, Facsimile, Photocopier.