TEMPORARY PART-TIME ASSIGNMENT
2 months – Starts last week in October
Property Administrator/Assistant Property Manager
(Office – Irving, Texas)
COMPANY
LYNOUS Talent Management has been retained on an exclusive basis by a commercial property management company to recruit a Temporary Assistant Property Manager to help the property management team manage a 6 building, about 480,000 SQFT, complex located in Urban Center of Las Colinas.
Our client is a smaller company but are continuously growing. Their Las Colinas office offers a friendly environment with a team of 4. This position is the center point of the office representing the company to client’s, visitors, and vendor partners. This is a wonderful opportunity for a strong Administrative Assistant looking for promotion opportunity to advance.
This is a wonderful opportunity for an experienced commercial real estate professional to earn income while between opportunities, to round out a book of business for an individual’s company or someone who is semi-retired. The hourly compensation is excellent for an Assistant Property Manager. This is an in-office position 3 days a week, Monday-Wednesday, and has some flexibility on selecting set hours.
POSITION
Our client is seeking an individual that has experience with general accounting principles, accounts payable and commercial property management. The new team member will answer phones and other communications, undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently, will be responsible for accounts payable and accounts receivable for multiple office buildings and properties. The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy. The assistant property manager ensures smooth running of our management office.
RESPONSIBILITIES
- Answer phone and email communications with tenants ensuring a quality experience and smile
- Accurately review, code and enter invoices into accounting software for multiple entities
- Perform all data entry associated with accounts payable.
- Process Accounts Payable for multiple properties, which includes entering invoices, obtaining signatures, mailing, and filing check/backup
- Must be proficient with Excel and experience with MRI accounting software
- Maintain current W-9 for all vendors and process 1099's at year-end
- Allocate shared expenses to properties
- Review all invoices for appropriate documentation and approval prior to payment
- Respond to all vendor inquiries
- Reconcile vendor statements, research and correct discrepancies
- Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices
- Maintain certificate of insurance for property, tenants and vendors
- Accounts receivable and charges and payments in MRI plus monthly billing to tenants plus reminder/demand letters for delinquencies
- Order and maintain supplies for kitchen, copier area and staff
- Maintain and handle conference center reservations
- Maintain fitness center forms and waivers
- Maintain parking plan including plaques, signage and reserved parking
- Prepare and maintain vendor (recurring and one time) contracts including bidding process
- Organize tenant and building activities plus tenant notifications and newsletter
- Assist with building manual preparation.
- Assist with life safety, fire drills and floor wardens including organizing floor warden meetings
- Implement, organize and maintain sustainability compliance
- Update tenant handbook and operation manuals
- Lease administration including lease abstract preparation, certificate of occupancy, insurance, security deposits, organizing files and move in and move out duties
- Update tenant, vendor and staff contact list as needed but no less than a quarterly basis
- Assist with monthly financial reports, yearly budgets/CAM estimates and expense reconciliations.
- Assist with capital projects, construction management and property inspections
- Ensure all work order and repair requests are processed in a timely fashion
- Assist with other duties/projects as needed
QUALIFICATIONS
- High School Diploma; bachelor’s degree (preferable)
- 3-5+ years of accounts payable and property management administrative assistance experience.
- Proficient in Excel and Word, and MRI
- Thorough knowledge of applicable accounts payable/general ledger systems and procedures, financial chart of accounts and corporate procedures
- Ability to interact with tenants, employees and vendors in a professional manner
- Ability to work independently and with a team environment with emphasis on accuracy and timeliness
- Must have strong work ethics
- Must be well organized and a self-starter
- Detail oriented, professional attitude, reliable
- Ability to communicate effectively verbally and in writing
- Ability to be a team member and demonstrate initiative
- Familiarity with commercial property management and office management procedures
- Outstanding communication and interpersonal abilities
- Excellent organizational skills
- Proven experience as an office administrator, accounts payable clerk or relevant role
- Excellent knowledge of MS Office and attention to detail
- Excellent knowledge of general accounting procedures
RESUME SUBMISSION
Interviews starting immediately. Qualified candidates please send your resume to: Associate3@LYNOUS.com Microsoft Word format. Please include your salary history (base salary and bonus listed separately under each position). For additional information please feel free to call Allison Smith 469.371.4537—available any day of the week up to 9 p.m. CDT.
