Property Assistant

POSITION SUMMARY:

Provide support services to property management and field personnel including: telephone support; invoice processing and monitoring; word processing; maintaining system of contractor and tenant information; contract document preparation and monitoring; coordinating tenant request for services; and maintaining filing system. Assist Property Managers with tenant move in/move out.

ESSENTIAL FUNCTIONS:

• Administrative Support -

• Provide administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed.

• Assist in ordering uniforms and provides technology support.

• Order office supplies and plans office events.

• Maintain office equipment and equipment service agreements.

• Maintain lease files and other files as necessary.

• Administer the automated work order system and train new engineers on using the software as necessary.

• Tenant Relations -

• Provide customer service to tenants by receiving tenant calls and coordinating requests for services.

• Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination.

• Provides emergency and safety information to tenants.

• Coordinate the scheduling of evacuation drills, etc.

• Prepare proposals and invoices for additional services and utilities.

• Coordinate with Property Manager and vendor to plan tenant events.

• Coordinate security access information requests and emergency contacts lists.

• Activate/deactivate property access cards.

• Operations -

• Coordinate with Property Managers and building personnel for tenant move in/move out.

• Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out.

• Generate tenant "welcome" letter, handbook and appropriate welcome gift.

• Coordinate with Property Manager for purchase of tenant signage (lobby, suite and building) in accordance with building specifications.

• Service Contracts -

• Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact.

• Maintain tickler file for service contract expirations.

• Maintain up-to-date approved service contract list.

• Submit insurance claims to company.

• Accounting -

• Monitor and accurately codes invoices in the accounting system in a timely manner in accordance with company guidelines.

• Research invoices and follow-up with vendors as needed.

SECONDARY RESPONSIBILITIES:

• Maintain property information to include (at a minimum) license agreements, vendor/contractor list, emergency procedures, equipment list, inventory list and personnel list.
• Assist in budget preparation.
• Perform other job related duties as assigned.

QUALIFICATIONS:

Education- High School Diploma or equivalent.

Professional Experience- Minimum of 2 years of administrative experience.

Computer Skills -

• PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.
• Ability to adapt to new or changing software programs.
• Familiarity using graphics presentation programs preferred.

Mobility- N/A

Other Requirements -

• Exceptional organizational skills.
• Ability to type a 55 WPM accurately.
• Exceptional interpersonal and customer service abilities.
• Strong verbal and written skills preferred.
• May be required to carry and maintain appropriate government credentials.

Pay Range: $48,000 - $55,000

CDP proudly offers to all employees working a minimum of 30 hours per week market-leading health benefits including medical, dental, vision and prescription, etc.