Part-time Property Assistant (Temp to Perm)

Job Description

Job Description

Description:

All The Town Lake Company employees are representatives of the company and must be aligned with our AHEAD values:

A ccountable - We have integrity, are trustworthy, and do what we say we will do. We exercise good judgment and do not compromise our character. We maintain our reputation by promoting good governance and ensure that individuals and organizations act responsibly and in the best interest of the communities we serve.

H ospitable - We interact with those around us in a welcoming and kind manner, creating a positive environment with the intent of making others feel welcome and valued. We set aside our egos - recognizing the benefit of partnership with our teammates, clients, and community – and assure winning happens only collectively.

E xceptional - We take pride in our work product and require ourselves and our team to surpass the status quo. We deliver a level of excellence, distinction, and uniqueness that sets us apart from others.

A gile - We prioritize adaptability, responsiveness, and decisiveness in the face of evolving circumstances. We embrace collaboration, learn from feedback, and deliver high- quality results efficiently.

D riven - We show our initiative through our work ethic and decision making. We take ownership of our goals and the trajectory of our success.

SUMMARY

The Property Assistant acts as the lead tenant liaison and assists with the management of the property in accordance with company policies, procedures and standards. This position will develop knowledge and skill in the areas of expense management, accounts receivables, physical facilities management and tenant relations. Responsible for the daily preparation and maintenance of basic accounting data.

PRIMARY RESPONSIBILITIES

· Assist with the field activities associated with a property or group of properties.

· Work with vendors (landscaping, janitorial, etc.) on day-to-day activities and special assignments.

· Field, track and respond to tenant service requests in reporting software. Maintains work order system and ensures completed work orders are closed out.

· Tenant coordination and retention lead.

· Schedule building activities as requested, including move-ins/move-outs, fire drills, tenant events, etc. 

· Maintain Google calendars (i.e: Food Truck calendar, Events calendar, On-Call Engineer, Conference Room, Security, etc.).

· Procure and maintain food truck vendor relationships and schedule weekly food trucks – As applies to appropriate properties.

· Maintains security access card system (building access system) including Access Card Assignments.

· Assists with coordinating tenant move ins/outs. Assists in maintaining move in/out procedures.

· Assist managers in performing regular property inspections.

· Maintain virtual lease and project files.

· Maintain on-site lease and project files.

· Assists in maintaining Building Manual including Lease lists, floor plates, site plan, structural information, building standards, system instructions, fire plans, emergency evacuation plans, tenant contact lists, etc.

· Assists in maintaining tenant welcome packet.

· Assist with the preparation of weekly asset management reports.

· Track Certificates of Insurance for Tenants and Vendors and ensure certificates are up to date – Oversees MyCOI.

· Assists in preparing Lease Commencement letters for each new lease and lease amendments.

· Assist in preparing and submitting Tenant Rental Coupons, Operating Expense Escalation letters and Operating Expense Reconciliation letters for each tenant.

· Updates all parking and access control cards for Properties and Tenants.

· Enters Abstracts into Yardi, MRI or other accounting software.

· Generate system Aged Receivables report to track and report aged items. 

· Conduct initial rent collection emails.

· Prepare and maintain submeter billing spreadsheet.

· Prepare tenant bill backs for utilities, etc. Works with Property Manager in preparing invoices for tenant and Accounting delivery.

· Generates Tenant Late Letters and Default notices as directed by Property Manager.

· Maintains building contact lists and tenant memo lists.

Requirements:

SKILLS 

· Proficient in Excel/Microsoft Office Suite.

· Must have ability to work/learn in various software platforms.

· Excellent verbal, written and organizational skills.

· Excellent customer service skills.

· Ability to see assigned projects to completion with little supervision and/or to maintain assigned projects independently.

· Knowledge of security systems, card access, and online maintenance request systems preferred.

EDUCATION | EXPERIENCE 

· 2+ years of related work experience preferred.

· High School Diploma required.

· Undergraduate Degree preferred.

· MRI, Yardi or Kardin experience preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Required to sit for long periods of time.
• Required to lift files (up to 15 pounds), open filing cabinets and bend or stand as necessary.
• Required to walk properties for long distances in a variety of conditions.
• Usual office working conditions. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.
• The duties listed above are intended only as illustrations of the various types of work that maybe performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.