Property Management Administrative Assistant

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The Property Management Administrative Assistant (PMAA) is responsible for providing proactive and high level, direct assistance to the Property Management Director (PMD) in the day-to-day operations of the Property Management Department.  Areas of responsibility include (but are not limited to): 1) scheduling, tracking, reporting information and analyzing data using Excel, SharePoint, and real estate software; 2) administering department SharePoint Help Desk 3) tracking invoices and expenditures, and analyzing a variety of data; 4) providing clerical support to include: drafting correspondence, typing, proofing, faxing, filing, and handling mail; 5) answering phones, greeting visitors, and setting up meetings.

Work Hours:

The normal work week is 40 hours, Monday through Friday from 8 am – 5 pm with a one hour scheduled lunch break.  Depending on workloads, some overtime hours may be required.

Education & Training:

  • High School graduate (or equivalent)
  • Associates Degree preferred or (5) five years of equivalent experience
  • Prior experience in supporting high level management positions
  • Experience with commercial leases a plus
  • Proficient in Word, Excel (min. Level II), PowerPoint, SharePoint and real estate software with Yardis experience preferred
  • Experience with basic Accounting rules necessary
  • Accounts payable and accounts receivable experience preferred
  • Must be able to read instructions, take accurate notes and communicate effectively in English

Background Requirements:

A valid state driver’s license, personal vehicle, vehicle insurance and a good driving record are required.  Position requires travel and is authorized for mileage reimbursement.

Essential Knowledge, Skills & Abilities:

  • Must be able to report to work punctually and regularly as scheduled and use time effectively
  • Must maintain appropriate dress, grooming and hygiene habits according to company policies
  • Must maintain strict confidentiality of company matters and adhere to guidelines when handling proprietary information
  • Must interact effectively and professionally with various levels of senior management
  • Must be proactive, resourceful, and able to anticipate the needs of management
  • Must be able to prioritize issues and practice good judgment when PMPM is out of office
  • Must be able to manage multiple priorities and shifting demands with accuracy and flexibility
  • Must have knowledge of principles of business letter writing and report preparations: strong written and verbal communication skills, use of grammar, spelling, punctuation in correspondence
  • Ability to produce highly accurate with regard to written work, mathematical computations, and formulas
  • Must be able to alphabetize accurately, organize, create, manage files, manuals and reports in Excel
  • Must possess active listening skills, take detailed notes, and efficiently follow directions
  • Must be able to type a minimum of 30 words per minute
  • Must have the ability to pay strict attention to details
  • Must be able to work as a team member with all employees to foster a productive and cohesive workplace
  • Must exhibit a positive behavior in the workplace and interact with others professionally
  • Must be able to learn about new products, their features and procedures
  • Must possess effective reasoning and deductive ability
  • Must be able to practice above-average customer service skills and possess good telephone skills
  • Must be able to work independently and without supervision on assigned administrative projects
  • Must accomplish work in a detail oriented manner
  • Must be able to organize time and tasks effectively, and adapt to expanding workloads
  • Must be able to complete projects in a timely fashion while meeting assigned deadlines
  • Must be able to prioritize directions from several people and liaison with other departments
  • Must maintain a safe working environment, practice safety on the job, and treat equipment with care

Essential Job Functions & Duties:

GENERAL ADMINISTRATIVE
  1. Greets and assists internal/external customers and tenants
  2. Answers phones, routes calls, takes messages and contacts appropriate person as directed
  3. Arranges internal and external meetings, sets up conference calls and coordinates luncheon arrangements
  4. Drafts letters, memos, historicals, Intranet postings, and internal and external correspondence
  5. Operates computer programs using Excel, Word, Publisher, PowerPoint, SharePoint and real estate software
  6. Organizes, constructs, and maintains records and files in manuals, file cabinets and computers
  7. Maintains calendars, responds to correspondence, creates, formats and edits reports
  8. Serves as administrator of department SharePoint website and all subsites
  9. Organizes detailed studies relating to the activities or operations of the department as assigned
  10. Assists in writing standard operating procedures and revising as deemed necessary
  11. Runs errands as needed to include: vendor payments, office supply store and retrieval of food and supplies
  12. Must be punctual and reliable in attendance
SPECIFIC ADMINISTRATIVE
  1. Analyzes and tracks utility bills and other department expenditures in computer and hard copy files
  2. Collates and audits mileage submittals and assembles for payment by accounts payable
  3. Assists with implementing contracts and services provided by 3rd party service contractors
  4. Assists department supervisors as assigned with files, creation of reports and documenting expenditures
  5. Tracks and analyzes costs related to maintenance supplies and contract labor in computer and hard copy format
  6. Creates and distributes spending reports and flow charts using Excel, Word, PowerPoint and SharePoint
  7. Ensures invoices are received and paid through contact with suppliers, service providers and contractors
  8. Assists with compilation and management of property tax data and creation of subsequent reports
  9. Carries out the posting and ensures payment of contractor’s AIA documents and subsequent cost reports
  10. Audits and maintains the Authorized Vendor and Contractor list and monitors associated accounts
  11. Audits figures posted in cost tracking documents and produces reports to detail expenditures
  12. Procures and manages proof of liability insurance for vendors and contractors
REAL ESTATE SOFTWARE
  1. Creates and updates operating procedures specific to use of real estate system as it applies to all users
  2. Enters property, tenant, owner and vendor information
  3. Monitors lease renewals, vendor/contractor insurance coverage, comparable rent reports
  4. Sets up and administrates recurring rents and charges: taxes, insurance and common area maintenance (CAM)
  5. Administrates account receivables, journal entries, payments, CAM summaries, and late notices
  6. Codes all accounts payables, tracks operation expenses, runs regular reports and year-end reports
  7. Tracks income/expense data through quarterly reports to support creation of rents
  8. Meets deadlines on a weekly, monthly and quarterly basis
SHAREPOINT
  1. Administrates the department Help Desk on SharePoint server and TMC Intranet site
  2. Assists with creating and implementing department customer service programs using the SharePoint site
  3. Assists with department online training programs
  4. Creates and manages online surveys, subsites and other content deemed necessary
  5. Creates reports specific to the Service Request system
  6. Posts photos documents, updates queues and manages blogs
TENANTS
  1. Receives and processes tenant and customers complaints as directed; routes calls to appropriate staff
  2. Creates and disburses rent statements and tracks incoming rents
  3. Calculates income and expense figures and generates reports as needed
  4. Calculates, reconciles and posts figures relevant to CAM per property
  5. Processes invoices and ensures appropriate coding is completed
  6. Initiates and tracks approval process
  7. Forwards to Accounts Payable for final payment
  8. Works with maintenance personnel to obtain and clarify work order completion on behalf of customers
  9. Obtains quotes on materials by phone from suppliers and makes orders as needed
  10. Researches lease contracts, addendums, and closing documents to carry out their enforcement as directed

Customer Service Skills:

  1. Meets the service expectations of customers
  2. Adequately handles problems identified by our customers
  3. Provides quality customer service to our customers
  4. Resolves problems identified by our customers
  5. Interacts with co-workers in other departments in a manner that promotes teamwork and facilitates good customer service

Working Conditions & Risks:

Work is normally indoors in a well-lighted and seasonally heated and cooled office.  Must be able to tolerate temperature changes when going in and out of (or to and from) one facility to another. Job hazards are estimated to be minimal (low risk).  Potential risk exists from accidents while using routine office equipment or from storing and moving files. The PMAA is expected to be safety conscious at all times.

Physical Requirements:

  • Strength Requirements:  Light to Medium work – lifting and opening boxes weighing 30 pounds; must be able to lift from floor to waist level.
  • Required body position(s): Standing and moving about for long periods of time; work while sitting at desk and using computer for prolonged periods of time: walking on carpeted, tiled, concrete and other various surfaces.
  • Staff Agility:  Position requires lifting of objects from one level to another, from floor to shoulder height.
  • Climbing and/or Balancing:  Maintain balance over carpeted, tiled, concrete and other various surfaces.  Occasionally will need to use ladder of step and extension type.
  • Stooping, Bending, Kneeling and/or Crouching:  Stooping required to pull stored records and operate equipment, squats required to lift items from floor area.
  • Reaching, Handling, Fingering and/or Feeling:  Reaches horizontally, up, down and to the side to obtain and use stored items or equipment.  Repetitive motion consists of extended periods of upper body and upper limb movements (arms, hands and wrists).
  • Talking and/or Hearing (all correctable):  Talking – must be able to speak plainly enough for listener to understand conversational tone of voice at a five (5) foot distance when communicating with others.  Hearing – must be able to hear conversational tone of voice at five (5) foot distance in an office setting or while any equipment is in operation.
  • Seeing (all correctable):  Must be able to see people coming and going, must be able to read and understand printed material (in English); must be able to see work that needs to be done.

Before applying for this position you need to submit your online resume. Click the button below to continue.


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