Property Management Administrative Specialist

1 week ago

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

At Foundry Commercial, we pride ourselves on empowering our clients by attracting and nurturing exceptional talent within the industry. Our culture is vibrant and engaging, and we invite you to experience it firsthand.

Position Overview:

We are currently in search of a Real Estate Assistant to become a vital part of the Foundry Commercial Property Management team. This role is essential in providing comprehensive support to the Property Management team, which includes handling communication, processing invoices, maintaining contractor and tenant records, preparing contract documents, and coordinating tenant service requests.

Key Responsibilities:

  • Administrative Duties: Offer administrative assistance to Property Managers and field staff, including drafting correspondence, creating spreadsheets, and managing purchase order requests. Ensure the maintenance of lease files and other essential documentation. Oversee the work order system and provide training for new engineers as required.
  • Tenant Engagement: Deliver exceptional customer service to tenants by managing incoming calls and coordinating service requests. Follow up to confirm tenant satisfaction with completed work orders and provide necessary emergency and safety information. Organize tenant events in collaboration with the Property Manager and vendors.
  • Operational Coordination: Collaborate with Property Managers and building staff to facilitate tenant move-ins and move-outs. Ensure compliance with building regulations by coordinating with movers for Certificates of Insurance and providing relevant guidelines.
  • Contract Management: Oversee service contracts, ensuring all necessary insurance and waiver of lien documents are current. Maintain a tracking system for contract expirations and manage an up-to-date list of approved service contracts.
  • Financial Oversight: Accurately monitor and code invoices within the accounting system, ensuring compliance with company protocols. Conduct research on invoices and liaise with vendors as necessary. Assist in cash receipt postings and collections, and perform financial analysis as needed.
  • Additional responsibilities may be assigned as required.

Qualifications:

  • High School Diploma or equivalent; some college education preferred.
  • A minimum of 2 years of relevant work experience.
  • Strong analytical skills with the ability to interpret complex business documents.
  • Proficient in report writing and effective communication.
  • Capability to address sensitive issues and respond to inquiries from clients and colleagues.
  • Experience in delivering presentations to various audiences.
  • Proven ability to motivate teams and drive desired outcomes.
  • Experience in tenant collection communications.
  • Familiarity with budget forecasting and financial planning.
  • Problem-solving skills with the ability to navigate diverse situations.
  • Advanced proficiency in Microsoft Word, Excel, and Outlook.

Equal Opportunity Statement:

Foundry Commercial is committed to providing equal employment opportunities to all qualified individuals. We base our hiring decisions on merit and strive to maintain a diverse and inclusive workplace.

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