Job Description

ROLE SUMMARY/ PURPOSE

Primary responsibility is to support the Property Manager in all phases of operation including property maintenance, accounts payable/receivables and assists with capital projects.

ESSENTIAL FUNCTIONS/TASKS

Property Administration and Tenant Relations:

Promote, establish and maintain positive relations with tenants via regular proactive communication, meetings and routine follow-up adhering to company standards. Regularly inform Property Manager of topics discussed and action items to be addressed;
Prepare tenant welcome package and letter for Property Managers signature;
Arrange, coordinate and attend new tenant orientation meetings to review tenant welcome package, move-in requirements, general property information, rules & regulations, etc.;
Assist Property Manager with the development of RFP’s and execution of contracts and purchase orders. Set up job and contract in Yardi Construction Module;
Regularly monitor service contractors to ensure service is being delivered as per contract specifications and that insurance and contract documentation is in order;
Coordinate annual tenant warden training and evacuation drills, and update and maintain tenant contact and emergency information in Yardi;
Maintain security access system, if applicable, and issue security/access cards;
Prepare all appropriate forms including move-out reconciliation forms, accounting adjustments and Suite Acceptance Letters;
Prepare Lease Abstract for review. Update changes in Yardi and notify Lease Administrator for Basic Lease Information changes. Print final Lease Abstract and file in tenant file;
Partner with Property Manager to identify and achieve additional tenant service income;
Show vacant suites as necessary and explain property rules and regulations. Ensures all move-in/move-out paperwork is completed correctly and has been approved by the Property Manager;
Works with management team to administer renewal program and works to maximize tenant renewals.

Company Customer Service Standards:

Proactively schedules meetings with tenant decision makers to gather information in order to improve customer service;
Respond to customer complaints and inquiries within 2 hours;
Problem resolution within 24 hours and follow up within 24 hours;
Log work orders into Yardi, close out when complete and place in tenant file.

Property Operations and Maintenance:

Manage and follow through on the execution of tenant work order requests with building staff and/or outside vendors to completion in a timely manner;
Analyze current maintenance programs/procedures and make recommendations to Property Manager that ensures operating efficiency and effectiveness;
Regularly inspect tenant space, common areas, base building areas and grounds to ensure a high level of maintenance, regularly interfacing with internal staff and vendors to maintain same;
Coordinate with external contractors (i.e, janitorial, security, etc.) and internal departments (i.e., accounting, leasing and construction, etc.) to ensure seamless and cost effective customer service is delivered. Manage contract extension and progress payments through the Yardi Construction Module;
Work with the construction department, including attendance at tenant improvement meetings and scheduling shutdowns of building services (e.g., electricity, water, HVAC) to avoid delays of landlord work;
Monitor and update utility service accounts and responsibility (Landlord/Tenant).

Accounts Receivable:

Manage tenant move-in/move-outs to include certificates of insurance, signage, move management, closeout and inspection;
Assist Property Manager with invoice review and processing;
Prepare weekly Accounts Receivable Reports updating the potential collection of various past due receivable balances and keeping the Property Manager informed of past due and problem accounts on a timely basis;
Responsible for a variety of tasks including preparation of rent increase letters, tenant “pay or quit” notices, track and monitor tenant accounts submitted to collection agencies, and initiate and post late fee charges;
Track and monitor tenant accounts submitted to collection agency;
Manage and investigate all discrepancies in lease payments. Interpret lease agreements to determine proper invoicing situations and general billings;

Financial/Budget:

Assist in the preparation of month variance reports and provide other financial reporting information as required by Property Manager; and
Perform other duties as required by supervisor.

QUALIFICATIONS/REQUIREMENTS:

Minimum education requirement BA/BS degree;
Minimum of 1 year in an administrative function and 1-3 years of commercial, residential, multi-family, retail or hospitality experience;
Basic accounting experience;
Proficiency in Word, Excel and Outlook required – Intermediate to advanced skills in Excel is preferred;
Ability to learn new computer software is required – Experience with Yardi (Voyager) is a plus;
Excellent verbal communication and written skills;
Detail orientated with strong organizational skills;
Ability to prioritize and work independently with an enthusiastic and positive attitude;
Ability to exercise discretion when dealing with confidential information; and
Ability to interact with co-workers in a professional manner.

Working Conditions

Must be willing to occasionally work late and on weekends on an as-needed basis, and with short notice.

Physical Requirements

There are specific physical requirements and/or environmental exposures which are an essential part of the job including twisting, turning, pushing/pulling, lifting under 10 lbs., climbing stairs/ladders, walking on normal or slippery surfaces, keyboarding (repetitive), and driving (automatic transmission).

Direct Reports

This position does not have any direct reports.

As an industry REIT leader and largest owner of flex properties in the United States, we recognize that our commitment to our employees is the foundation of our success! We offer a competitive compensation and benefits package that includes:

Competitive salary, bonus, and Company stock shares upon hire
Comprehensive Medical, Dental, and Vision Plans, including Flexible Spending Accounts for Health & Dependent Care
3 Floating Holidays in addition to accrued vacation days
Accrual of 10 vacation days for the first year and 15 vacations days after 1 year of service
No cost to employee Life & Disability Insurance with coverage amounts up to 2x annual earnings, inclusive of bonus potential
401(k) Company match after 1 year of service
Opportunity to work for one of the most successful REITs in the industry