Property Assistant

Description: Position Summary: Provide a high level of administrative support for multiple managers by performing the following duties.
Essential Duties and Responsibilities: • Maintain tenant and lease information in Accounting/Property Management software and property files as required, including abstracting lease documents.
• Draft, revise, format, and track legal documents including leases and contracts.
• Assist in vendor management including maintaining service contracts and COIs, validating and processing invoices, and scheduling service.
• Manage the preparation and collection of tenant billings.
• Assist in the preparation of third-party owner and corporate financial packages and reports.
• Assist in tenant relations and service including planning building events, drafting tenant correspondence, processing tenant requests, preparing tenant handbooks, managing life safety documentation/training, assisting with move-ins/move-outs, and contacting tenants as needed.
• Assist with the organization of construction projects including ordering samples and plans; submitting plans for permitting; and, coordinating contractor correspondence, payment applications, COIs, and lien waivers.
• Provide support to and be the point of contact for building managers as needed.
• Assist with the creation and distribution of marketing materials and maintain external listing website information.
• Create presentations for prospects and corporate initiatives.
• Support regional team in the implementation of short- and long-term projects.
• Assist in the development and implementation of the annual regional business plan and individual property budgets.
• Prepare agendas and documentation for internal and external meetings.
• Compose a variety of correspondence including cover letters; compile and process confidential materials; review finished materials for completeness, accuracy, proper format, and grammar.
• Prepare outgoing mail and correspondence, including e-mail and overnight deliveries.
• Organize and maintain documents and computer-based information in digital and physical folders.
• Organize own work schedule, set priorities, and meet critical deadlines.
• Prepare expense reports and make travel arrangements.
• Assist with planning corporate events and provide support to corporate initiatives as required.
• Provide support for meetings, guests, visitors, and employees.
• Answer and direct phone calls.
• Provide general office support to regional team (e.
g.
, file management, general office maintenance, general information technology support, invoicing, office supplies and equipment).
Organize and schedule appointments and meetings.
Requirements: Knowledge, Skills, and Abilities: • Proficient in Microsoft Office including Word, Excel, Outlook, and PowerPoint • Excellent interpersonal, organizational, communication, and problem-solving skills.
• Ability to multi-task and consistently meet deadlines.
• High level of accuracy and attention to detail.
• Strong customer service skills.
• Working knowledge of lease terms, operating costs, construction, and budgeting preferred.
• Ability to handle sensitive and confidential information; demonstrates poise, tact and diplomacy.
• Analytical ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Ability to work well in small, dynamic regional team environment.
Minimum Qualifications: • Associate’s degree from a college or university required with Bachelor’s degree preferred.
• Previous work experience in commercial or healthcare real estate, or a legal environment preferred.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to use hands and fingers to handle or feel; reach with hands and arms; talk and hear.
The employee frequently is required to sit.
The employee is occasionally required to stand and walk.
The employee must occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
Working Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is usually moderate.