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Property Management Support Specialist

2 months ago

Santa Ana, California, United States Property Management Advisors Full time

Overview

We are seeking a dedicated Property Management Support Specialist who is passionate about providing exceptional service to both tenants and colleagues. This role requires strong communication and organizational abilities to ensure the smooth operation of our team. As the first point of contact for many, a friendly and positive attitude is essential. Please note that this position is not available for remote or hybrid work.

Key Responsibilities:

  • Responds to and directs tenant inquiries via phone and email, preparing necessary correspondence.
  • Maintains and updates digital files and the master vendor directory.
  • Assists in managing the procurement of office supplies.
  • Helps coordinate celebrations for anniversaries, birthdays, and other corporate events.
  • Schedules and organizes meetings for the conference room, adjusting as needed.
  • Arranges travel and accommodation logistics.
  • Welcomes visitors and vendors to the office.
  • Handles daily mail distribution, including preparing outgoing shipments.
  • Collects Certificates of Insurance (COIs) from tenants and vendors.
  • Maintains various tracking reports, including CAM reconciliations and budget monitoring.
  • Facilitates the onboarding of new vendors in the accounting system by providing required documentation.
  • Manages the out-of-office calendar for the team.
  • Processes tenant deposits using in-office scanning or by visiting the bank.
  • Scans invoices and submits them for payment processing.
  • Prepares vendor service agreements for review and approval.
  • Provides printing and copying support as needed.
  • Engages in activities that promote and support the company culture.

Qualifications:

  • High School Diploma or 1-2 years of relevant experience.
  • Proficient in Microsoft Office Suite (Excel, Word, Outlook) and Adobe Acrobat.
  • Customer service-oriented with the ability to efficiently manage tenant communications.
  • Strong organizational skills and problem-solving capabilities.
  • Experience in property management is advantageous.
  • Familiarity with Yardi software is a plus.

Benefits:

  • Medical Insurance (Kaiser and Anthem) – Company covers 75% of the total premium.
  • Dental Insurance – flat rate of $25/month.
  • Vision Insurance – fully covered for employees.
  • Life Insurance, AD&D, Short-Term and Long-Term Disability Insurance (100% company paid).
  • Voluntary Life Insurance options.
  • 401k plan with matching contributions (up to 3% match, fully vested from enrollment).
  • Health Savings Account (HSA).
  • Paid time off and 48 hours of sick leave.
  • Volunteer time off and 10 paid holidays.
  • Holiday breaks and celebrations throughout the year.

About Us:

Property Management Advisors (PMA) specializes in managing retail shopping centers, with a presence in multiple locations. With over 4.7 million square feet of retail space under management across the United States, PMA excels in delivering innovative and effective solutions to complex property management challenges. Our core strength lies in our ability to manage resources effectively, enhance property values for our clients, and foster positive relationships with clients, tenants, and vendors.

PMA is proud to be an equal opportunity employer.