PROPERTY ASSISTANT

Tenant Communication

• Regular communication with tenants of the building including answering phones, greeting guests, sending out tenant emails, etc.
• Receives service requests from tenants in assigned buildings by documenting work order in property management work order system or communicating to the manager and service requests from and notifying and involving manager as appropriate to ensure customer service.
• Prepares tenant move-in/move-out notices.
• Requires occasional inspections of properties, and meeting with tenants.
• Prepares and sends out A/R letters/emails & delinquency letters/emails.

Building Operations

• Initiates action to correct janitorial and maintenance deficiencies as noted in inspections or by direction from the management team.
• Aids in enforcing building operating regulations, including use of parking and other common areas along with building security and management team.
• Aids Managers with a wide variety of special projects associated with renovation and remodeling of tenant spaces, particularly with respect to new tenant move-ins.
• Captures and coordinates with tenants and collects new tenant data.
• May assist maintenance techs with updates to work order system.

Vendor Management

• Engages in day-to-day contact and management of vendors along with the Assistant Property Manager, including Custodial, Window washing, Pest control, Elevator maintenance, Interior landscaping, Grounds maintenance, Building access control, Security, etc.
• Aids Assistant Property Manager in new vendor forms and appropriate insurance on file for all vendors.

Rent Management / Financial Reporting

• Aids in preparation of materials (bids, inspections, project work) for assigned buildings and functional areas.
• When necessary, assists Manager in assembling monthly reports.

Requirements

• 2 - 5 years of experience in an administrative assistant/support type role required.
• 1-3 years real estate or property management related experience strongly desired.
• Minimum HS Diploma required, Some College/College Degree or comparable work experience preferred.
• HPI prides itself on a strong work ethic, integrity, and exceptional customer service – these are requirements of this role.
• Desire to learn and improve; the bar is always raised by HPI and our competition, goals are set to keep you, your team and our company moving to a higher level.
• Timely and accurate work product; ability to work independently and with flexibility.
• Strong administrative, organization skills, and ability to prioritize work and attention to detail.
• Able to adapt to change within the organization and the needs of the client.
• Professional and able to keep information confidential.
• Familiarity with computer software programs such as Microsoft Office products (Word, Excel, PowerPoint, Publisher) required.
• Excellent communication skills required.
• Basic understanding of accounting preferred.
• Commercial Property Management Software Skills Desired: Angus or ETS Work Order System, MRI and Yardi accounting software, Kardin, myCOI insurance compliance software.
• Excellent communication skills & ability to establish strong interpersonal relations with team members, tenants, and vendors.
• Aid in developing and maintaining relationships with tenants, vendors, and co-employees & employer.
• This position should ensure they seek manager input on and use good judgment to drive great customer relations but - strive to handle daily situations independently.