Property Assistant

Brandywine Administrative Assistant To perform administrative duties and routines related to the management and operation of Brandywine properties in conjunction with direction from Property Managers. Responsibilities include: Assist Property Managers by maintaining updated and accurate files on all tenant related items including: Obtain current tenant and vendor certificates of insurance and verify compliance. Manage security access card programming. Maintain and keep current all tenant and vendor information. Prepare purchase orders and service contracts for contractors to the building, e.g. janitorial, security, engineering. Assist Property Manager with new tenant move in packet. Monitor and manage tenant maintenance requests. Maintain and coordinate daily building schedule for contractor access and deliveries. Manage AVID invoicing process ensuring all invoices are received and processed in a timely manner. Order supplies including office, janitorial and engineering supplies. Act independently but work with the Property Manager in providing timely, positive responses to tenant email / phone requests. Assist Property Managers in maintaining positive tenant relations programs assuring good public relations and tenant satisfaction programs are in place. Assist Property Managers in planning tenant events (e.g., blood drive, ice cream social). Assist tenants with scheduling use of amenity spaces and conferencing centers. Maintain a professional appearance and demeanor at all times while in the building. Cheerfully aid and assist tenants with problems when they arise. Performs other site or department specific duties as assigned. Qualifications include: Three to five years related experience and/or training; or equivalent combination of education and experience. Proficient in Word, Excel, PowerPoint, and Microsoft Outlook. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to calculate figures and amounts such as discounts, interest, sales tax and percentages. Ability to apply concepts of mathematics. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Physical requirements include: While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to walk; sit; and use hands/fingers to handle, sort, file and feel. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. The work environment characteristics include: While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; outside weather conditions; risk of electrical shock; and vibration. The noise level in the work environment is usually moderate.