Temporary Assistant Property Manager

Position Overview:

Essential Duties and Tactical Responsibilities:

• Assist with the customer deployment/move-in process including monitoring key milestones, scheduling “check-ins” with customers, and preparing tracking reports to alert the broader management team of potential risks/issues on a project-by-project basis
• Provide administrative assistance for last mile execution of workplace experiences and amenity roll-outs
• Distribute emergency tenant e-communications
• Assist in the research, purchase and distribution of promotional items 
• Assist in the research, purchase and delivery of any customer, broker, vendor and/or employee appreciation gifts
• Assists with general administrative tasks as assigned including filing; ordering marketing, property management, and amenity supplies; computer and data entry work; preparing spreadsheets and reports; etc.   

• Maintain distribution lists including customer contact lists, emergency contact lists, vendor contact lists, etc. as well as other lists/records pertinent to the leasing/marketing, construction, property management and finance/accounting departments.
• Create and distribute a work-in-progress (WIP) report and provide weekly team updates with regard to project/build-out schedules and crucial deadlines
• Support development of a property-specific master customer calendar including:  events, amenity and/or workplace experience roll-outs, building/construction updates, etc.
• Prepare incident reports for insurance purposes.

• Assist with Financial Reporting and Budgeting with the Property Manager & Accounting Department.  These reports may include assisting with Monthly Variance Reports and/or Quarterly Investor Reports.
• Responsible for timely coding and processing of invoices utilizing Accounts Payable Workflow System.
• Assist with Aging Reports & Accounts Receivable collection efforts on a monthly basis.
• Prepare Statements and Ledgers for Tenants.
• Prepare Tenant Charge Documents.

• Prepare and distribute lease administration forms for lease commencements, lease expirations and move-in/move-out forms.
• Coordinate services to the building and ensure quality of services which may include Janitorial, DayPorter, Security and/or Landscaping. 
• Order uniforms for engineers.
• Answer telephone and screen calls for appropriate personnel; greet guests and notify personnel of incoming visitors; accept deliveries/packages; maintain conference room and order office supplies.
• Receive work order requests (by phone or in person) and enter into web-based work order system.  Monitor work orders for completion. 
• Maintain records for Purchase Orders, Service Contracts and Certificates of Insurance.

Qualifications:

• Two to three years of property management related experience preferred.  
• Minimum of high school diploma/GED Equivalent. Bachelor’s Degree preferred.  
• Experience in a commercial real estate or hospitality related industry is also required.
• Must have a valid driver’s license with proof of insurance if driving is required for the position.
• Proficient in Microsoft Office (Outlook, Word and Excel).  Experience with Yardi, Argus Budget, Procure to Pay.
• Strong written and verbal communication skills 
• Excellent attention to detail
• Outstanding customer service skills
• Must be able to give and take direction and interface with decision makers in a professional manner and maintain confidentiality.