Property Assistant

Responsibilities:

• Assist property and engineering teams with customer and vendor services.
• Assist with semi-annual building inspections.
• Create new lease/vendor files and files all correspondence and documents.
• Manage MRI Software. Reviews work orders throughout the day to ensure prompt response times; enters requests from customers and others into the system as needed. Closes out work orders as needed and follows up to ensure customer satisfaction.
• Field calls and assists visitors coming into the management office.
• Gets mail; opens and distributes.
• Help coordinate customer events.
• Market events to customers
• Manage customer systems and building contact lists.
• Coordinate customer correspondence.
• Complete daily security log and send to management team, security, engineering, and porter to notify of all contractors needing access into the building/suites.
• Communicates throughout the day with janitorial staff regarding janitorial issues as needed.
• Communicate throughout the day with Security as needed regarding security related issues.
• Maintain office including opening/closing routine, ordering office supplies, and coordinating repairs of office equipment.
• Manage building access control including access card databases.
• Act as the primary point of contact for all building technology such as conference rooms and digital displays.
• Provide administrative support for the Senior Managing Director and Regional Team
• Assist with leasing marketing materials.
• Assist with quarterly leasing reports
• Compile tour books.
• Update Web site as needed.
• Work with Leasing Manager on internal lease approval process.
• Coordinates broker and customer gifts and recurring correspondence.
• Performs other duties as assigned.

Essential Functions:

• Ability to handle multiple priorities under rapidly changing circumstances and goals
• Ability to manage stressful situations with incomplete information and resources with consistent attendance and punctuality for in-office work
• Ability to consistently, frequently, and effectively collaborate with individuals and groups in-person, over the phone, or through electronic media
• Ability to concentrate for long periods of time, whether alone or working with people near you
• Ability to adapt, to innovate, and to comply with company policies and culture, along with all applicable law and the highest ethical standards

Role-Based Competencies:

• Core Values: Action-oriented, customer focus, cultivate innovation and self-development
• Core Competencies: Communicates effectively, drives results, manages ambiguity and values differences
• Operational Competencies: Demonstrates self-awareness, interpersonally savvy, situational adaptability and operational acumen

Qualifications/Requirements:

• High school diploma or general education degree (GED) required
• Minimum of two to four years of related administrative experience and/or training preferred
• Proficient in Microsoft Office Suite
• Excellent customer service skills.

Physical Requirements:

• Hearing and visual ability to observe and detect and appropriately react to signs of emergency situations.
• Ability to independently move throughout the office and property, and consistently and continuously perform essential job functions.
• Ability to lift and/or move up to 25 pounds