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Property Management Assistant

2 months ago

San Antonio, Texas, United States EmploYou, LLC Full time
Job Overview

The Property Management Assistant plays a crucial role in supporting the Property Manager and Building Engineers in addressing facility and tenant requirements while fostering collaboration with various internal departments. This position demands a professional demeanor and a positive outlook, alongside a foundational understanding of property management principles. The ideal candidate will be detail-oriented and possess exceptional organizational capabilities, focusing on solutions.


Essential Qualifications
  • High School Diploma or equivalent
  • 1-3 years of relevant experience
  • Proficiency in Microsoft Office Suite
  • Valid Texas Driver's License with a satisfactory driving record

Key Responsibilities
  • Reviews, codes, and approves invoices; assists in processing rent payments and deposits; manages rent collection as necessary; oversees tenant bill backs.
  • Cultivates tenant relationships by managing communications through calls, emails, and in-person interactions, including move-ins, move-outs, work orders, inquiries, and concerns, while aligning with Owners' objectives and lease agreements.
  • Provides notary services and assists with access cards, keys, and parking assignments.
  • Aids in updating rent rolls, processing expense reimbursements for staff, and maintaining tenant and vendor correspondence; organizes tenant events; updates and manages tenant portals; oversees electronic building directories; procures office supplies; manages work order systems and other electronic platforms such as building access systems and after-hours air conditioning.
  • Maintains tenants' and vendors' Certificates of Insurance and secures/updates Certificates of Occupancy as required. Ensures compliance with building and engineering permits.
  • Stays informed of deadlines; utilizes a calendar for scheduling meetings and ensuring building contracts are up to date.
  • Creates and organizes tenant lease and building files; orders signage for both exterior and interior.
  • Coordinates emergency protocols, including on-call schedules and fire drills; remains available after hours and on weekends to respond to phone calls and emergencies.
  • Manages vendor issues and requests, including collecting bids, assessing performance, and awarding contracts as necessary.
  • Supervises Security and Day Porter operations and performance.
  • Conducts property inspections for both interior and exterior to ensure properties are well-maintained; schedules and oversees vendor work and assists building engineers in tracking and maintaining various building inspections and repairs, identifying areas for improvement or repair.
  • Assists with construction projects and tenant improvements as required.
  • Aids in budget preparation, estimates, reconciliations, and collection of tenant financials and other reports.
  • Collaborates effectively with the Property Manager and other staff and professionals, employing strong communication skills.
  • Processes mileage and credit card reimbursements.
  • Performs additional duties, tasks, and special projects as assigned.

The above overview outlines the primary duties and responsibilities associated with this role. It should not be interpreted as an exhaustive list of all miscellaneous, incidental, or similar tasks that may be required on a daily basis.

The selected candidate will be required to undergo a criminal background check, education verification, and drug testing.

Equal Employment Opportunity Employer M/F/D/