Portfolio Assistant

About the role

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

Responsibilities

• Partner with Manager(s) and leasing team members to ensure vacant spaces are in "market ready" condition.
• Maintain building floor plans, vacant space logs, 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 the annual budgeting process, including re-bidding of service contracts as directed by Manager(s).
• Aid Property Manager(s) in preparing monthly Owner statements.
• Review annual Capitalized Maintenance (CAM) reconciliations as assigned by Manager(s) and report findings to Manager(s).
• Prepare new vendor set-ups for approval by Manager.
• Collect delinquencies by contacting tenants and preparing demand notices and pay or vacate notices.
• Aid in the 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 assigned 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 Required.
• 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.
• 2+ years commercial property management experience.