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Property Management Administrative Specialist

2 months ago

Dallas, Texas, United States FOUNDRY COMMERCIAL LLC Full time
Job Overview

At Foundry Commercial, we pride ourselves on fostering a dynamic environment that empowers our team members to excel while making a meaningful impact in the community. Our culture is best experienced firsthand, and we invite you to explore it.

Position Summary:

We are looking for a Real Estate Assistant to become an integral part of our Property Management division. This role is essential in providing comprehensive support to the Property Management team, including handling phone communications, processing invoices, maintaining contractor and tenant databases, preparing and monitoring contracts, and coordinating tenant service requests.

Key Responsibilities:

  • Administrative Duties: Deliver administrative assistance to Property Managers and field staff, which includes drafting correspondence, creating spreadsheets, and managing purchase order requests. Responsible for maintaining lease documentation and other essential files, as well as overseeing the work order system and training new engineers.
  • Tenant Engagement: Offer exceptional customer service to tenants by managing incoming calls and service requests. Ensure tenant satisfaction by following up on completed work orders and providing emergency information. Organize tenant events in collaboration with the Property Manager and vendors.
  • Operational Coordination: Collaborate with Property Managers and building staff for tenant move-ins and move-outs. Ensure compliance with regulations by coordinating movers and generating welcome materials for new tenants.
  • Contract Management: Oversee service contracts, ensuring that all necessary insurance and waiver documents are current. Maintain a record of contract expirations and manage the approved service contract list.
  • Financial Oversight: Accurately code and monitor invoices in accordance with company protocols. Conduct financial analysis, assist with cash receipt postings, and manage collections. Reconcile monthly tenant billings for both tenants and management.
  • Additional responsibilities may be assigned as needed.

Qualifications:

  • High School Diploma or equivalent; some college coursework preferred.
  • A minimum of 2 years of relevant experience.
  • Strong analytical skills with the ability to interpret complex business documents.
  • Proficient in report writing and effective communication.
  • Ability to address sensitive issues and respond to inquiries from various stakeholders.
  • Capable of delivering presentations to diverse audiences.
  • Proficient in Microsoft Word, Excel, and Outlook.
  • Excellent customer service skills with the ability to engage effectively with tenants and vendors.
  • Willingness to travel locally as required.

Equal Opportunity Statement:

Foundry Commercial is committed to creating a diverse environment and is proud to be an equal opportunity employer. We make employment decisions based on merit and strive to ensure that all qualified individuals have equal opportunities without regard to race, color, creed, sex, religion, age, national origin, marital status, sexual orientation, citizenship, physical or mental disability, veteran status, or any other characteristic protected by law.