FUNCTION This position is responsible for assisting the Property Manager in protecting, maintaining, and enhancing the value of commercial real estate assets in order to maximize the owner's financial return and for the benefit of the tenants. This is accomplished by direction and coordination of the property’s operational activities and support of leasing and marketing activities.
PRIMARY DUTIES On assigned properties, act as Cawley Partner’s administrative assistant; meet and exceed contractual property management obligations. Carry out the day-to-day activities of loss prevention, risk management, safety/security, maintenance, marketing, landscaping, tenant build-out, and other operations.
Demonstrate a positive, professional, and client-oriented attitude about the company with coworkers, tenants, clients whether contact is by mail, telephone, or in person. Constantly strive for improvements in work process and results to better meet owner’s expectations.
Assist in administering leases including abstracting new leases, reviewing tenant billings, analyzing lease clauses, preparation of vacancy reports, enforcing tenant compliance and performing landlord obligations.
Keep accurate records of current space conditions including roof, HVAC, utilities and special circumstances. At all times keep the space in condition to show.
Maintain complete and accurate property files and records with an emphasis on documentation for future reference.
Coordinate collection of all revenues and lease obligations of tenants and the owner's policy on accounts receivable. Collect delinquent accounts promptly. Communicate with accounting department to ensure accuracy of rent roll and accounts receivable.
Assist in contracting, supervising and inputting invoices for all goods/services required to maintain the properties. Develop a network of emergency services.
Manage tenant relations and coordinate requests for repairs and maintenance, understanding of rent charges, lease issues and other tenant concerns.
Liaison with other departments within Cawley Partners to provide a team approach to the management of real estate. Assist in coordinating the activities not directly controlled by the manager but directly related to each property i.e.: insurance monitoring, leasing, marketing, capital improvements, accounting/financial reporting and legal services.
Establish and maintain collaborative working relationships between departments, with coworkers, and particularly with other members of a project team.
Keep abreast of new technologies, systems and procedures related to property management.
Other duties and projects as needed.
ORGANIZATIONAL RELATIONSHIPS External Relationships: Frequent contact with tenants, clients, owners, contractors, and vendors/suppliers. Involvement in the real estate professional community is a plus in this position.
Internal Relationships: Contact within the department and with other departments at all levels. The administrative assistant must be effective with a range of staff who are not under the administrative assistant’s authority.
ESSENTIAL SKILLS ABILITIES, KNOWLEDGE AND EXPERIENCE Strong client relations skills.
Two years working in commercial office building property management field is preferred. Must have good knowledge of commercial real estate including a broad understanding of AP, AR, marketing, construction, and the tenant relations requirements of an office property.
Computer literacy is required. Microsoft Office proficiency required. Knowledge of property management accounting software; MRI and Yardi is a plus.
Strong written and verbal communications skills. Ability to understand and carry out industry specific written and oral direction. Positive, innovative approach to problem solving. Present ideas in a clear, concise, understandable, and organized manner; negotiate, persuade, and modify opinion in order to reach the goals/objectives of the organization.
Ability to work independently as a team member. Ability to relate well with others even while working at a distance without the benefit of personal contact. Ability to work in an organized, efficient manner with a high level of accuracy, attention to detail, and follow-through.
Ability to exercise judgment and discretion is critical to success. Must be professional at setting priorities and coping with competing demands.
Excellent time-management and general organization skills. Neat, professional appearance.
About Cawley Partners
Cawley Partners is a commercial real estate company looking to add an experienced Property Administrator to our Team.