Provide administrative support for the Property Management Department (“PM”) in the day-to day operations and informational support to Asset Managers (“AM”).
ESSENTIAL DUTIES AND RESPONSIBILITIES
Responsible for establishing and maintaining the central work order system - Yardi as the information base.
Ensure accurate and current work order information is in the Yardi system.
Take calls directly from tenants and/or PM, enter work order into Yardi system and address and/or then forward to the appropriate PM for action.
Conduct follow up call to tenant to verify work completed satisfactorily and notate Yardi system with comments prior to closing out the request.
Conduct property inspections when needed.
Prepare weekly work order reports from Yardi for Managers review.
Responsible for updating and maintaining the sales reporting system in Yardi to ensure all reporting is current and accurate in accordance with lease requirements. Requires direct tenant contact to gather and input information.
Provide periodic sales reports to PM and AM as necessary.
Maintain and ensure accurate and adequate tenant lease files to include compliance with: Lease abstracts, insurance certificates and proof of maintenance (HVAC, restaurant grease traps, etc.).
Complete and forward reminder letters/expiration notices, including but not limited to HVAC, insurance, grease traps, etc., to appropriate PM for resolution. Yardi will automatically send reminders to tenants and to maintenance e-mail; Assistant Manager will review, keep PM updated on status and inform PM of any outstanding issues needing resolution.
APM to review within the Yardi system all rental statements and draft reminder, delinquency, and late letters prior to their distribution. APM to forward any problem accounts to PM to review and approval with adequate time prior to their due dates.
Aging Reports are delivered to PM weekly from Yardi; who will forward to APM for action. APM to review aging reports weekly and prepare AR adjustment forms for review and approval by PM.
Maintains property contractor database with current contract and contact information, including logs of all utility accounts and submetering systems.
Interact with all outside contractors/vendors for quality assurance, communicating any problems to PM.
Prepare Requests for Proposal (“RFQ”) for contractors, assimilate bids and forward to PM for approval.
Assist PM with scheduling & implementing property inspections and scheduling of vendor service calls.
Assist with preparation of annual CAM/Tax/Ins, etc., billing reconciliations.
Assist with budget preparation, i.e. gathering data preparing reports.
Other tasks and duties as assigned and defined by PM and/or AM.
Associates degree a plus.
2+ years previous experience working in commercial property management.
Real Estate license a plus.
Proficient in MS Word and Excel, accounting/lease systems (Yardi preferred).
Familiar with and can maintain Lease Management systems: Rent Roll, Delinquency Reporting.
Excellent communication skills, both verbal and written.
Excels in telephone and business etiquette.
Working knowledge of industry standards, leasing and vendor compliance.
Strong organizational skills.
Works in fast paced and multi-task environment reporting to more than one Property Manager and Asset Manager.
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