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Property Coordinator

Buzz Oates, is looking for an individual who is detailed, organized, critical thinker and one who follows through the project to completion. An individual who has worked as an administrative or executive assistant for a few managers and can multi-task could be a good fit.

SUMMARY: Under general direction, assist Property Management Department, scheduling and coordinating all property access for maintenance, inspections and construction activities for a growing portfolio of properties, as well as providing executive and clerical support. The responsibilities include a variety of administrative tasks relating to the management, leasing, and operation of the company’s commercial properties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Customer Service – There is considerable emphasis on this very important job function
Superior Tenant relations
Monitoring and maintaining current vendor insurance certificates, reviewing for accuracy
Have a working knowledge of various leasing agreements.
Learn Yardi and become proficient in its use
Dispatch Work Order requests and maintain Work Order records,
Direct maintenance staff and Vendor Partners, follow-up on requests to ensure completion;
Monitor the progress of the assigned Responder to Work Orders to ensure service issues are addressed within established time frames.
Place follow-up calls or emails promptly to tenants to confirm work has been completed to tenant’s satisfaction
Scheduling and coordinating property access with Tenants for Vendor Partner preventive maintenance, inspections and construction activities associated with commercial tenants in buildings such as warehouse, manufacturing, retail and office buildings. Follows up on status of vendor jobs
Follows up on the status of Vendor Partner preventive maintenance and communicate any resulting repairs or follow up required to Property Manager.
Develop a familiarity and rapport with frequent callers, Tenants and Vendor Partners. Maintain proactive and positive relationships with Tenants.
Back up and relief receptionist for daily breaks and lunches, vacation coverage.
Perform general administrative duties such as answering phones, sorting mail, scanning documents, electronic and physical filing, photocopying and maintaining on-site files (Tenant, Vendor, Project and Property)
Prepare and maintain a variety of written materials both physical and electronic, documents and correspondence, using a computer.
Photocopying, filing, Fed Ex preparation, preparing correspondence, and other projects as needed
Manage customers’ expectations by explaining activities in detail, setting realistic time frames.
Comprehend and interpret instructions, correspondence, and e-mails and ask clarifying questions to ensure understanding. Listen with empathy to tenant’s issues and concerns. Proactively respond.
Write routine reports and correspondence.
Respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
Distributes mail, faxes to the appropriate individual.
Maintain and update accurate Tenant, Vendor and Property Management staff contacts database and spreadsheets.
Work well with other department personnel toward common service delivery goals, tenant satisfaction. Assist with various data entry projects as needed.
Manage card-entry, keys and other systems, if applicable, including database of access card assignment, issuance of cards and replacement process.
Computer skills – Excel, Word, Internet and Outlook
Act with discretion and do not discuss confidential information with tenants. This includes information about security, company operations, quality of structure or materials, and costs.
Other duties assigned by Vice President of Property Management
The ideal candidate should have strong communication skills, be capable of handling multiple projects, and interact with diverse tenants and vendor partners. Self-management and multi-tasking capabilities are a must.

Minimum (2) two year experience assisting with scheduling and with additional clerical support responsibilities
High school diploma. Some college coursework in Real Estate is a plus. AS/AA degree or an equivalent combination of education, training and additional experience is preferred
Adept at using Outlook, Excel, Word and Power Point.
Must look and act in a professional manner
High energy individual with ability to work without direct supervision; Self initiator with the ability to problem solve and multi-task effectively
Must be organized and task oriented, able to work in a fast-paced, team- oriented environment with multiple deadlines, and adapt readily to changing priorities while maintaining an approachable, friendly demeanor
Must be able to develop and maintain effective working relationships with managers, vendors, contractors, and tenants
Ability to draft and write professional, detailed notes, communications to tenants, vendors, and contracted firms to prepare reports and presentations, provide information in a clear and concise manner
Coordinate all efforts effectively.
Team player
Administrative/Executive Assistant / Real Estate / Property Management experience desired

Education/Experience:
High school diploma. Experience in the field of Commercial Real Estate a plus.
Ability to read and interpret documents such as leasing documents, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Computer Skills:
To perform this job successfully, an individual should have knowledge of:

Microsoft Word, Excel ,PowerPoint, Outlook, Yardi

Salary range: $17-$22 ph

Job Type: Full-time

Required education:  Associate

Desired experience:

Administrative Assistant: 2 years
Executive Support: 2 years
Property Management: 1 year

Full benefit plan, including 401K matching and education reimbursement.  Parking provided.