Property Management Assistant

Property Management AssistantCorporate Office - Charlotte, NC 28202Salary Range $55,000.00 - $60,000.00 Salary Position Type Full Time Job Shift First Shift Category Admin - ClericalDescriptionWhy work for us?At Childress Klein, we're reimagining the world of real estate. Together, we collaborate with our clients, investors, and the communities we serve to create cutting-edge environments that foster connection, intelligence, and prosperity. We're acutely aware of the impact our developments have on cities, which is why we're committed to giving back through charitable initiatives and implementing sustainable solutions that empower both our clients and communities to be more resourceful, resilient, and regenerative.When you join our team, you're embraced by a culture that values dedication, effective communication, and inclusivity. We go the extra mile to invest in our employees' growth, offering a multitude of personal and professional development opportunities. This isn't just a job—it's the start of a flourishing career. It's no wonder we were honored with the title of being one of Charlotte's Best Places to Work in 2022!What you'll be doing:The Property Management Assistant will provide direct on-site administrative and operational support of the 301 S. College Center Office Building and Structured Parking Garage located at 301 S. College ("301CSC"). This role will also provide cross-functional support for the Building Management office and related departments of the building.What you'll be responsible for:Financial Administration:Monthly Parking Accounts Receivables Invoicing – Preparing and processing parking invoices for third party accounts including noting payments in Parking Management Software.Parking Operations Software Administration – Processing registrations and cancellations of monthly parking contracts; verify, input and update information in individual accounts as needed to maintain accuracy of database; create and produce weekly and monthly reports for distribution; process daily reports and automation deposits received from parking ambassador.Invoices – Assist in retrieving and uploading electronic invoices, and launching appropriate workflows using Yardi accounting platform, as needed. Research invoice statements and past due balances on monthly basis, escalate as appropriate to ensure all invoices are received and paid in accordance with divisional A/P guidelines.Purchase Orders – Assist in creating Purchase Orders and assign cost center allocations, as needed. Route purchase orders to managers for approval in accordance with accounts payable deadlines. "Receive" Purchase Orders when work is complete. Create recurring purchase orders related to vendor-performed work. Report on open purchase orders to review outstanding invoices and partial invoice payments.Monthly Reports - Assist in monthly reporting of Account Payable variances, Account Receivables aging, open PO analysis, and annual budget compilation.Miscellaneous – Assist in monthly allocation of operating expense invoice calculations, as needed. Review monthly third-party billing documents and update reports.Operations Administration:Contractor Access Requests ("CAWR") - Receive, review, clarify and enter contractor access requests in the SharePoint database and work with security, engineering, and property management to update vendor access information as needed.Vendor Reporting - Collect and archive monthly vendor supplier report(s) for owner and building team for Parking and Security and departments. Upload reports to 301CSC SharePoint site upon the receipt.Parking Operating Procedures – Maintain standard operating procedures for 301CSC parking management operations.Building Team Meetings – Attend monthly 301CSC building team meetings on a monthly basis.Angus Work Order System – assist in help desk operations and administration of work order system.Work Order Origination- Receive and respond to tenant and building management service requests; including corrective and proactive work order requests; input work orders and coordinate work order requests with appropriate work groups (i.e., engineering, security, property management and janitorial staff).Work Order Completion - Review all work orders daily to ensure accuracy Follow up daily with requestors to ensure complete satisfaction with delivery of services and resolution of complaints. Keep the property management team informed of tenant concerns, complaints and building issues.Work Order Reporting – Assist in weekly work order activity reporting and building operations distribution schedule. Prepare and manage monthly work order trending reports to assist in tracking key performance indicators.Departmental Support:Serve as primary support for Parking Operations, to provide assistance, information and resolution to tenants and parkers relating to parking operations.Serve as primary support for Property Management team, to include vendor communications and scheduling, tenant communications to include Building Notices and monthly What's On newsletter, coordination of Amenity Center activities, and general support duties for Building Operations.Tenant and Stakeholder Relations:Tenant Communications – Assist with drafting building and parking tenant communications, as needed, and send to Property Manager for approval and distribution.Tenant and Parking Contact Lists - Assist with tenant contact directories and databases; coordinate with building occupants to ensure content is reviewed and updated on a quarterly basis, or as often as needed.Office Administration - provide administrative support to Building Management team including:SharePoint Administrator - Maintain 301CSC shared groups, folders and libraries; archive documents per document retention strategy; manage site drop off libraries according to site owner directionBusiness Management Office Support - Greet visitors, parkers and tenants to the management office; take incoming calls, take messages and direct callers to the appropriate building management staff as needed.What we need from you:An Associates or Bachelor's Degree in business or a related field from an accredited college or university preferred.Two or more years' experience in an accounting, administrative or operations role with a service-oriented business, preferably in the real estate industry; or equivalent combination of education and business or accounting experience.Basic to Intermediate ability to perform fundamental accounting tasks, involving reporting of cash receipts, accounts receivables, accounts payable, and bank account reconciliations.One or more years' experience using Microsoft Outlook products with intermediate to advanced skills in Microsoft Word, Excel, and SharePoint.Angus and Yardi Accounting Software, preferred.Applicant should be proficient in working with Windows operating systems and adept at learning new software applications.Must possess the ability to read and comprehend instructions, correspondence, and memos; ability to write correspondence; ability to effectively communicate with superiors, vendors, tenants, other divisions, and the general public.Reliable transportation is required, as is the ability to work overtime if needed.PHYSICAL DEMANDSThe 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.The employee will spend a large portion of his/her time at a desk, although the employee will also spend time traveling in and around the commercial office building and associated grounds.While performing the duties of this job, the employee is frequently required to sit, write, type, talk, and hear.The employee is occasionally required to stand, walk, reach with hands and arms, and climb or balance.The employee must occasionally lift and/or move up to 25 pounds.Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The Property Management Assistant will work in a professional on-site office environment and be exposed to a variety of areas within a commercial office building, including back-of-house equipment rooms, loading docks, and parking garages.While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions.The noise level in the work environment is usually moderate.What we have to offer:Medical, Dental, & Vision InsuranceFlex Spending & Dependent Care Accounts401(k) Retirement Savings PlanPaid Vacation & HolidaysPaid Leave of Absence OptionsPaid Maternity & Paternity Leave