Property Assistant

ESSENTIAL FUNCTIONS

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.

- Track and provide updates to MAXIMO tenant service requests.

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.

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.

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 (MAXIMO) and train new engineers on using the software as necessary.

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

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.