Portfolio Assistant

About the role

The Portfolio Assistant supports the Manager(s) in managing the day-to-day operations of the assigned portfolio. This includes ensuring vacant spaces are ready for market, coordinating lease documents, and assisting with financial reporting.

Responsibilities

• Partner with Manager(s) and leasing team members to ensure vacant space is in "market ready" condition
• Maintain building floor plans, vacant space log, and stack plans
• Coordinate lease approvals and track document processes
• Distribute lease documents to Owner, Administrative Assistant, and Tenant
• Coordinate signage, keys, and property information sheets to Tenant
• Receive, code, and track all invoicing related to lease commissions
• Assist Administrative Assistant in creating and maintaining lease and property files
• Code invoices/payables in a timely manner each week
• Research and resolve problems with invoices, including past due balances
• Create Account Action Request forms for Manager’s signature
• Aid in annual budgeting process, including re-bidding of service contracts as directed
• Aid Property Manager(s) in preparing monthly Owner statements
• Review annual CAM reconciliations as assigned and report findings to Manager(s)
• Prepare new vendor set up forms for approval by Manager
• Aid Manager(s) in collecting delinquencies by contacting tenants and preparing demand notices and pay or vacate notices
• Aid in budget preparation process, including contacting utility companies, vendors, and contractors to obtain upcoming rate increases; compiling data for Manager(s) and property accountant for final budget input
• Prepare weekly and/or monthly inspection reports for Engineer(s) to complete
• Maintain and update "Desk Notes"
• Prepare maintenance and service contracts for Manager’s signature
• Dispatch vendors/contractors as directed by Manager(s)
• Respond to and resolve tenant concerns as directed by Manager(s)
• Follow through on needed repairs or maintenance as directed by Manager(s)
• Interface with property vendors and contractors to ensure prompt response to maintenance issues
• Track tenant and vendor insurance compliance
• Maintain courteous, service-oriented rapport with tenants
• Promote and foster confident, comfortable relationships with owners
• Make collection calls to delinquent tenants as directed by Manager(s)

Qualifications

• High School Degree or Equivalent
• 2+ years commercial property management experience
• Good communication and organizational skills
• Professional ability to build relationships with clients, vendors, and internal partners
• Professional communication etiquette with good oral and written communication skills
• Demonstrated ability to prioritize, multi-task, and utilize resources to execute tasks within a deadline-oriented environment
• Exceptional attention to detail
• Strong customer service skills with the ability to interface with prospective tenants, owners, employees, and management
• Demonstrated initiative and trouble shooting skills
• Demonstrated ability to recognize high quality maintenance work
• Demonstrated ability to draft quality, well-written emails, reports, and letters
• PC literate (Internet, Word, Outlook, Microsoft Office Suite)
• Strong Excel skills