SCOPE / PURPOSE
Responsible for assisting the owners and the Operations Manager with day-to-day management of company owned or third-party owned office/industrial/retail/mixed-use assets including maintenance, repairs, rent collections, maintaining facilities, operating costs and administration of operating budgets for each project. Position works closely with real estate agents with regard to lease administration. Position reports directly to the Operations Manager.
RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:
- Assist with budget preparation and property accounting
- Frequent interface with vendors and tenants over the phone
- Assist with preparation of common area expense reconciliations
- Administer and keep track of service contracts
- Collaborate with property management and maintenance staffs
- Assist with administration of new tenant move-in actions
- Assist with administration of tenant move-out actions and/or evictions/terminations
- Prepare lease abstracts
- Set up and maintain tenant files, verify proper and required lease documents (physical and on software)
- Research tenant disputes and payment discrepancies
- Maintain tenant correspondence
- Maintain insurance for tenants
- Coordinate rent collections/delinquencies, reconciliations and report to Director of Property Management
- Follow up and address prior vendor balance on invoices
- Track missing invoices
- Invoice processing and approval as required
- Coordinate/review maintenance with Sr. Maintenance Engineer and other maintenance staff as required
- Follow-up and monitoring of maintenance/repair projects
- Work order administration and reporting in PropertyWare software
- Keep track of tenant, vendor, property files and contacts
- Field tenant and vendor calls
- Maintain property insurance spreadsheets
- Maintain utility spreadsheets
- Occasional need to answer emergency phone calls after hours
MINIMUM QUALIFICATIONS
1. High School degree and 3 or more years of property management experience
2. Professional demeanor
3. Strong computer skills and proficiency in Excel, Word, and PropertyWare or similar management software
4. Strong understanding of industry specific terms and processes
5. Excellent organizational and multi-tasking skills
7. Excellent oral and written communication skills
8. Excellent interpersonal skills
9. Access to reliable transportation and valid driver’s license for possible travel to local properties. There will be very minimal travel required, if at all
10. Available to work schedule required to complete the job
DESIRED QUALIFICATIONS
1. Bachelor degree in accounting, business, real estate or related field OR 3 years of property management experience
2. Bilingual (Spanish) is plus
LICENSES/CERTIFICATIONS
State real estate license (or candidate) preferred
JOB TYPE
Full-time
EXPERIENCE
- Bilingual: 1 year (Preferred)
- Property Management: 1 year (Preferred)
- Contracts: 1 year (Preferred)
- Administrative: 1 year (Preferred)
- PropertyWare or like kind Property Management Software experience
EDUCATION
- High school or equivalent (Preferred)
