Reports To: Commercial Property Services Portfolio Manager

Primary Function: Perform management business support functions within the Commercial Property Management market and/or platform, serving mostly as first contact with tenants, vendors, and clients. In addition, assist in budget preparation and works directly with Portfolio Managers and Director.

Education: A high school diploma is required, along with two to three years of related work experience. An associate's degree is desirable but not required.

Qualifications

Strong attention to detail and organizational skills. Proficiency in Microsoft Office Suite, particularly Excel and Word. Experience with invoice processing and tracking systems is a plus. Excellent written and verbal communication skills. Ability to prioritize tasks and manage multiple deadlines effectively. Previous experience in property management or a related administrative role is preferred.

Responsibilities

Invoice Management:

• Code invoices accurately and efficiently.
• Enter invoices into a tracking system and maintain up-to-date records.
• Scan and submit invoices to the client's Accounts Payable (AP) department.

File and Record Maintenance:

• Save and organize electronic files for easy retrieval.
• Update key trackers with critical dates and milestones.

Contract Management:

• Draft and manage contracts, ensuring accuracy and timely execution.
• Maintain a database of contracts and renewal dates.

Work Order Coordination:

• Assign work orders to appropriate maintenance technicians or vendors.
• Follow up on the status of work orders to ensure timely completion.
• Communicate updates with tenants, vendors, and internal teams.

Vendor and Maintenance Communication:

• Serve as a primary point of contact for vendors regarding work orders and contracts.
• Collaborate with maintenance technicians to ensure all tasks are completed to standard.
• Ensures adherence to the company's policies and procedures, administrative-oriented requests.
• The Property Management Assistant works directly with Portfolio Managers.
• All other tasks and duties as assigned, with dates to be agreed upon.
  
  

Job Posted by ApplicantPro