Property Assistant

ESSENTIAL FUNCTIONS 

Tenant Relations  

• Provide customer service to tenants by receiving tenant calls and coordinating requests for services.
• Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination.
• Provides emergency and safety information to tenants.
• Coordinate the scheduling of evacuation drills, etc. Prepare proposals and invoices for additional services and utilities.
• Coordinate with Property Manager and vendor to plan tenant events.
• Coordinate security access information requests and emergency contacts lists.
• Activate/deactivate property access cards.
• Track and provide updates to MAXIMO tenant service requests.

Accounting

• Monitor and accurately codes invoices in the accounting system in a timely manner in accordance with company guidelines.
• Research invoices and follow-up with vendors as needed. 

Service Contracts

• Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact.
• Maintain tickler file for service contract expirations.
• Maintain up-to-date approved service contract list.

Administrative Support

• Provide administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed.
• Assist in ordering uniforms and provides technology support.
• Order office supplies and plans office events.
• Maintain office equipment and equipment service agreements.
• Maintain lease files and other files as necessary.
• Administer the automated work order system and train new engineers on using the software as necessary.

Operations

• Coordinate with Property Managers and building personnel for tenant move in/move out.
• Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out.
• Generate tenant “welcome” letter, handbook, and appropriate welcome gift.
• Coordinate with Property Manager for purchase of tenant signage (lobby, suite, and building) in accordance with building specifications

SECONDARY RESPONSIBILITIES

• Maintain property information to include (at a minimum) license agreements, vendor/contractor list, emergency procedures, equipment list, inventory list and personnel list.
• Assist in budget preparation.
• Perform other job-related duties as assigned.