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Industrial Real Estate Assistant

3 months ago

Dallas, United States Foundry Commercial Full time

At Foundry, we serve our clients best by attracting and unleashing the most talented and courageous professionals in industry, all while having fun and building a lasting impact on the broader community. Don’t just take our word for it. The best way to experience our culture is to immerse yourself in it. But be prepared – it’s contagious


Position Description:


We are currently seeking a Real Estate Assistant to join the Foundry Commercial Property Management team in Dallas, TX. The Real Estate Assistant is responsible for supporting the Property Management team through administrative support, invoice processing and monitoring, system maintenance for contractor and tenant information, contract document preparation and monitoring, coordinating tenant requests for services and maintaining filing system.


Essential Job Functions:


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 office supplies or building supplies. Maintain lease files and other files as necessary. Administer the work order system and train new engineers, as necessary.


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. Provide 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.


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.


Service Contracts: Coordinates service contracts and monitors current contracts to ensure proper insurance and waiver of lien forms are intact. Maintain tickler file for service contract expirations. Maintain up-to-date, approved service contract list. Submits insurance claims to company.


Accounting: Monitor and accurately code invoices in the accounting system in a timely manner in accordance with company guidelines. Research invoices and follow up with vendors as needed. Assist in posting cash receipts and follow up on collections. Conduct financial/business analysis. Reconcile monthly tenant work order billings for tenants and management. Contact tenants regarding collections. Assist in forecast and budgets.


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 reports, manuals, speeches and articles using distinctive style.
  • 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.
  • 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 able to deal effectively with vendors and brokers.
  • Must be able to travel off-site in local DFW area.
  • Must be highly proficient in Microsoft Word, Excel & Outlook


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.