PROPERTY MANAGEMENT ASSISTANT

The Clint Reilly Organization is comprised of four divisions – Landmark Properties, Communications, Ventures and Philanthropies – and while each very distinct in their own right all are intertwined to form the unification of the brand.  The PROPERTY MANAGEMENT ASSISTANT is directly responsible for the day-to-day operations and tenant relations of multiple high rise commercial properties within the Landmark Properties portfolio.

ESSENTIAL FUNCTIONS

• Assist Property Management in promoting, establishing and maintaining high level of tenant satisfaction and with the day-to-day operations of the properties
• As primary contact for tenants, manage communications and problem solve with high level of customer service, creativity and resourcefulness
• Manage timely completion of day-to-day operational projects, concerns and issues
• Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information
• Walkthroughs of properties within portfolio for regular maintenance/cleanliness checks, construction/TI projects status, etc.
• Work in tandem with Property Management Team in creating and upholding portfolio standards and expectations
• Assist Property Management Team in overseeing construction management and tenant improvement projects
• Provide support to Property Management Team by producing, maintaining and distributing various forms, spreadsheets, manuals, information packages and miscellaneous type-written information (i.e.: tenant communication, vendor and contractor correspondence, SFFD/FLS information, Egnyte, etc.)
• Maintain and update insurance certificate files for all contractors and vendors performing work at the properties
• Execute prompt accurate billing of tenant work orders for billable services
• Review invoices on regular basis, properly coding per property prior to submitting for payment
• Assist in the maintenance of an organized updated manual and electronic filing system for all properties, invoices, purchase orders, vendors, invoices, tenant work order billings and other general files
• Assist with the scheduling of standing contractor work and/or maintenance (i.e., window washing) and coordinate with tenants
• Maintain current daily and emergency tenant contact information
• Manage tenant move-in/move-outs to include certificates of insurance, signage, move management, keys, security access, closeout and inspection
• Manage and oversee third party vendors
• Perform other duties and special projects as

QUALIFICATIONS AND EXPERIENCE

• Minimum 1 year experience in commercial real estate property management
• College Degree - Bachelors
• Excellent verbal and written communication skills
• Excellent time management skills, ability to multitask, organize, prioritize and effectively meet deadlines
• Highly detailed oriented, with a strong analytical and data management skill set
• Strong leadership and relationship skills; ability to foster and maintain relationships throughout all levels of the organization and portfolio
• Excellent interpersonal, negotiation and problem-solving skills
• Able to work independently as well as a positive member of the team
• Ability to act with integrity and professionalism
• A positive, can-do attitude
• Proficient knowledge in Microsoft Office (Outlook, Excel, Word)
• Proficiency with or ability to learn property management programs (Axis, Yardi, Easyworkorder, Kastle Systems, etc.)
• Participate in industry-related organizations (i.e.: BOMA)

COMPENSATION AND BENEFITS

• Full time, exempt position
• Compensation based on experience
• Medical, Dental, and Vision
• 401K with 4% employer contribution
• Paid vacation and sick leave
• Commuter Plan for transit and parking