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Position Description:
We are currently seeking a Real Estate Assistant to join the Foundry Commercial Property Management team in Dallas, Texas. The Real Estate Assistant is responsible for supporting the Property Management team by providing telephone support, cash receipts and invoice processing and monitoring, maintaining system of contractor and tenant information, contract document preparation and monitoring, coordinating tenant service requests and maintaining filing system.
Essential Job Functions:
- Administrative Support: Provides administrative support for Property Manager and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids, and operating procedures as needed. Assists in ordering office supplies or building supplies. Requests and maintains Tenant Certificates of Insurance. Maintains lease files and other files as necessary. Administers the work order system, as necessary.
- Tenant Relations: Provides customer service to tenants by receiving tenant calls and coordinating requests for services. Follows up with tenants to ensure satisfaction with completed work order requests and/or provides conference service coordination. Provides emergency and safety information to tenants. Coordinates the scheduling of evacuation drills, etc. Prepares proposals and invoices for additional services and utilities. Coordinates with Property Manager and vendor to plan tenant events. Coordinates security access information requests and emergency contacts lists. Activates/deactivates property access cards.
- Operations: Coordinates with Property Managers and building personnel tenant improvement projects, tenant move in/move out. Contacts movers for Certificate of Insurance and provides rules and regulations for after-hours move in/move out. Generates tenant “welcome” letter, handbook, and appropriate welcome gift. Coordinates with Property Manager for purchase of tenant signage (lobby, suite and building) in accordance with building specifications. Updates and emails daily passdown to the team by 4:30pm. Performs routine vacancy, property and janitorial inspections as required.
- Service Contracts: Prepares and coordinates annual service contracts and monitors current contracts to ensure that proper insurance and waiver of lien forms are intact. Maintains tickler file for service contract expirations. Maintains an up-to-date approved service contract list.
- Accounting: Accurately codes and processes weekly invoices in the accounting system in a timely manner in accordance with company guidelines. Researches invoices and follows up with vendors as needed. Prepares monthly miscellaneous tenant billings and sends out tenant monthly rent statements. Assists in pulling bank deposits, posting cash receipts, and following up on collections.
- Other duties may be assigned.
Education and Experience Requested:
- High School Diploma or equivalent and some college preferred.
- Minimum of 2+ years of work-related experience.
- Ability to comprehend, analyze, and interpret complex business documents.
- Ability to write correspondence, reports, and tenant newsletters.
- Working knowledge of leases preferred.
- Ability to effectively respond to sensitive issues, complex inquiries or complaints from clients, co-workers, supervisors, and/or management.
- Ability to make effective presentations on general topics to an internal department, large group of employees, clients, and/or management.
- Ability to motivate employees and client groups to take desired action.
- Requires contacting tenants regarding collections.
- Able to assist in forecast and budgets.
- Conducts financial/business analysis.
- Reconciles monthly tenant work order billings for tenants and management.
- Ability to solve problems and deal with a variety of options in varying situations.
- Requires advanced analytical and quantitative skills.
- Must have an excellent customer service approach to property owners and tenants.
- Must be proactive, resourceful and take initiative.
- Must be able to deal effectively with vendors and brokers.
- Must be highly proficient in Microsoft Word and Excel.
- Knowledge of Yardi Voyager Accounting and 360 Facilities Software a plus.
Foundry Commercial is an Equal Opportunity Employer
Foundry Commercial is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available person in every job. It is the policy of Foundry Commercial to grant equal employment opportunities to all qualified persons without regard to race, color, creed, sex, religion, age, national origin, marital status, sexual orientation, citizenship, physical or mental disability that does not prohibit performance of essential job functions, veteran's status, or any other conditions or identifications against which discrimination is prohibited.
