Property Assistant (Temp to Perm)

About the role

The Property Assistant is a flexible part-time position that has the potential to become a permanent position. This role requires 25 hours per week (5 hours per day) and hours can be flexible within the work day. The Property Assistant acts as the lead tenant liaison and assists with the management of the property in accordance with company policies, procedures and standards. This position will develop knowledge and skill in the areas of expense management, accounts receivables, physical facilities management and tenant relations. Responsible for the daily preparation and maintenance of basic accounting data.

Responsibilities

• Assist with the field activities associated with a property or group of properties.
• Work with vendors (landscaping, janitorial, etc.) on day-to-day activities and special assignments.
• Field, track and respond to tenant service requests in reporting software. Maintains work order system and ensures completed work orders are closed out.
• Tenant coordination and retention lead.
• Schedule building activities as requested, including move-ins/move-outs, fire drills, tenant events, etc.
• Maintain Google calendars (i.e: Food Truck calendar, Events calendar, On-Call Engineer, Conference Room, Security, etc.).
• Procure and maintain food truck vendor relationships and schedule weekly food trucks – as applies to appropriate properties.
• Maintains security access card system (building access system) including Access Card Assignments.
• Assists with coordinating tenant move ins/outs. Assists in maintaining move in/out procedures.
• Assist managers in performing regular property inspections.
• Maintain virtual lease and project files.
• Maintain on-site lease and project files.
• Assists in maintaining Building Manual including Lease lists, floor plates, site plan, structural information, building standards, system instructions, fire plans, emergency evacuation plans, tenant contact lists, etc.
• Assists in maintaining tenant welcome packet.
• Assist with the preparation of weekly asset management reports.
• Track Certificates of Insurance for Tenants and Vendors and ensure certificates are up to date – Oversees MyCOI.
• Assists in preparing Lease Commencement letters for each new lease and lease amendments.
• Assist in preparing and submitting Tenant Rental Coupons, Operating Expense Escalation letters and Operating Expense Reconciliation letters for each tenant.
• Updates all parking and access control cards for Properties and Tenants.
• Enters Abstracts into Yardi, MRI or other accounting software.
• Generate system Aged Receivables report to track and report aged items.
• Conduct initial rent collection emails.
• Prepare and maintain submeter billing spreadsheet.
• Prepare tenant bill backs for utilities, etc. Works with Property Manager in preparing invoices for tenant and Accounting delivery.
• Generates Tenant Late Letters and Default notices as directed by Property Manager.
• Maintains building contact lists and tenant memo lists.

Skills

• Proficient in Excel/Microsoft Office Suite.
• Must have ability to work/learn in various software platforms.
• Excellent verbal, written and organizational skills.
• Excellent customer service skills.
• Ability to see assigned projects to completion with little supervision and/or to maintain assigned projects independently.
• Knowledge of security systems, card access, and online maintenance request systems preferred.

Qualifications

• 2+ years of related work experience preferred.
• High School Diploma required.
• Undergraduate Degree preferred.
• MRI, Yardi or Kardin experience preferred.

Schedule

25 hours per week (5 hours per day), with flexible hours within the work day.