Assistant Property Coordinator

2 weeks ago

Tampa, Florida, United States Stiles Full time
Job Summary

We are seeking an experienced and organized Assistant Property Manager to join our team at Stiles. As a key member of our property management team, you will be responsible for providing administrative support and maintaining general knowledge of the overall operations.

Key Responsibilities
  • Assists and administers lease agreements, maintains quality tenant relations, and builds positive relationships with tenants via phone or email.
  • Inspect properties when directed by the Manager, assists with implementation of preventative maintenance programs, and works with Stiles Maintenance and Contractors.
  • Collects monthly rent payments, contacts delinquent tenants, and follows up on all maintenance requests.
  • Assists in budget preparation, information gathering, and data input, and assists in the preparation of new projects.
  • Completes weekly timesheets, completes the monthly reports for the Manager's approval, and coordinates with the Accounting Department on property accounting issues.
  • Processes tenant reimbursements, generates individual invoices for each tenant, and performs vacant space inspections.
  • Monitors and dispatches maintenance services via Workspeed, advises the Manager of work activity, and completes Welcome Tenant Packages, Rental Commencement Letters, and Tenant Space turnover.
  • Coordinates tenant move-ins and move-outs, maintains emergency notification lists from tenants and vendors, and opens, dates, and distributes daily mail.
  • Orders office supplies, maintains office equipment leases, coordinates repairs, and maintains staff meeting minutes.
  • Maintains inventory lists, maintains filing, drafts tenant newsletters, and is responsible for maintenance of emergency procedures, tenant information handbooks, and standard operating procedures manuals.
  • Reviews for accuracy lease abstracts, lease commission invoices, and agreements, maintains and reports risk management policies and incidents, and verifies completeness of property files and property binders.
  • Maintains good relations with tenants, vendors, and brokers, prepares vendor contracts, and maintains vendor information.
  • Handles tenant complaints, maintains key system logs, ensures signage for new tenants is obtained, and codes payables and inputs for the Manager's approval.
  • Sets up and maintains lease and property files, maintains tenant insurance current and consistent with lease requirements, and sends and files tenant rent statements monthly.
  • Initiates tenant lobby events, orders tenant anniversary lunches/gifts, responds to tenant and vendor inquiries, and maintains and prepares security after-hours logs.
  • Maintains tenant conference room reservations, maintains and updates cleaning logs, reviews security logs, and generates work orders.
  • Processes card access applications, makes cards, and completes other duties consistent with the position.

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