Commercial Property Management- Administrative Assistant

Provide property and/or lease management administrative and clerical support to property managers and other internal and external customers including accounting, management, building owners, tenants, and building engineers.   Use information in the MRI database to produce reports, statements, letters and other information.  

ESSENTIAL FUNCTIONS:

Essential functions include but are not limited to:

1. Provide administrative assistance to assigned Property Managers.  This may include working with vendors, developing specs for bids or assisting PM's in resolving property issues or tenant complaints. Make on-site visits to customers and tenants.  Coordinate and complete special projects as requested by property managers or others.
2. Take building maintenance calls from tenants, issue work orders to building engineers or vendors.  Follow-up with tenants on major or important issues to ensure the job is completed to their satisfaction.  
3. Respond to management and/or customer inquiries.  Communicate with and keep others informed including property managers, management, building engineers and tenants of its status.
4. Use MS Office Suite to prepare correspondence and spreadsheets for property managers including owner's letters, proposals, rent increase letters, welcome packets, management agreements, budgets, reports, leases, and others.  
5. Use property and leasing data in the MRI database to provide assistance to the Property Managers as they manage their various properties.  Build queries, produce reports to follow up on previous actions, create late letters, or run insurance reports. 
6. Make initial contact with tenant to ensure proper tenant routing, verification of tenant information, creation of documents, copying and mailing to tenant and follow up with tenants until all documents are received.    Complete all action items including tenant Welcome package.  Include instructions to tenants on making payment to Kiemle Hagood; providing them with their master Account Number.  
7. Document and complete all action items on the physical move-in and move-out checklists.  
8. Maintain tenant and owner files, filing the most current Lease Profile Sheets subsequent to any MRI documented changes.  Update desk manuals.  Make rent collection calls to tenants.   Order credit checks on prospective tenants. 
9. Update building engineers contact information and on-call/after hours information. 
10. Attend and participate in weekly commercial management meetings.  
11. Provide relief for receptionist when needed.  Provide back-up for other assistants in the department when needed, helping with projects, etc.
12. Create pay period time sheets.  Complete other duties as assigned. 

KNOWLEDGE & SKILLS:

• Proficient in various office technologies and software, including messaging, databases, and MS Office Suite.
• Exemplary customer service skills (friendly, courteous and helpful).  
• Good organizational and time management skills.
• Knows or can learn the organization's business, as well as new software and/or new procedures effectively.  Uses new knowledge and tools effectively.  
• Uses time effectively, multi-task, and adjust work based upon shifting priorities.
• Ability to conceptualize, plan and complete assigned projects. Attention to detail.
• Ability to identify problems and collaborate with others to solve them.
• Effective written and verbal communication skills.

PHYSICAL REQUIREMENTS:   

1. Prolonged sitting at desk or computer terminal.
2. Writing and keyboarding/typing information.
3. Occasional bending and reaching.  Lifting up to 25#.
4. Ability to hear and respond to telephone calls and questions.

BENEFITS:

Insurance- medical insurance, vision insurance, dental insurance, life and AD&D insurance, and long-term disability insurance. Company provided dollars to use towards medical, dental and vision. 

Retirement Plans-  eligible after 1000 hours of service. Vested immediately. Company matches up to a set amount each year. 

Vacation- lump sum to begin the following month of hire to equal 10 hours per month. (3 weeks)   

Paid Holidays- 9 paid holidays per year.

Sick Pay hours of sick per hour worked (on average 10 days per year). Up to 80 hours carryover each year.

ADDITIONAL COMPENSATION INFORMATION:

Discretionary bonuses