Provides assistance to the Property Manager and in all administrative aspects of building management including A/P, A/R, typing, filing, telephone coverage, report completion and projects as assigned. Serves as liaison between property, regional and corporate office, vendors and tenants.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
- Answer all incoming telephone lines. Ensure that phones are tended to by 8:00 am each morning and forwarded at 5:00 pm each evening.
- Determine urgency and respond to all inquiries/requests promptly. Prepare work order requests and dispatch promptly. Track completion and follow-up on open work order requests daily and report findings of any chronic unresolved service requests to Property Manager.
- Greet office visitors in a friendly and professional manner, offer visitors refreshments, and maintain receptionist desk, reception area, kitchen, copy room and conference room in a neat and organized manner.
- Open and stamp all incoming mail and distribute accordingly daily. Handle all outgoing mail.
- Coordinate maintenance service for all office equipment, order and maintain office supply inventory, and maintain postage meter.
- Initiate tenant notifications of all building activities, initiate security notifications of events requiring security assistance.
- Coordinate tenant parties and Christmas decorations.
- Order tenant signage, update web directory.
- Prepare monthly tenant invoices to include credits, write-offs, and miscellaneous billings (i.e., electrical, OT HVAC, building services, late fees, etc.) and forward copies of all invoices to Accountant in charge of property promptly.
- Code all incoming invoices timely and submit to Assistant Property Manager for processing.
- Ensure all tenant and vendors.
EDUCATION and EXPERIENCE:
Associate degree preferred and minimum of five years’ experience.
Recent grads with four year degrees and limited experience will be considered; this is a ground floor opportunity to grow into a property manager role.
