Property Assistant

Job Title

Monitor the work order system and distribute work order requests to the appropriate personnel. Answering phones

Process billable work orders on the work order system (add labor, material and mark up)

Review and code invoices, issue to appropriate personnel for approval

Enter approved invoices in to accounting system. Make copies of invoices, send original to accounting

Receive request for afterhours access, prepare after hours master sheet, distribute master sheet to the operations team

Process purchase orders in the purchase order system for vendor services and supplies, forward to property manager for review and approval

Maintain project schedule and project status sheets

Maintain current tenant emergency and contact phone list

Maintain external contact list from agencies and vendors

Maintain vendor certificate insurance file

Maintain and prepare additions and edits of vendors in CTI

Updating Captivate and monitoring website

Prepare time sheet for time worked and submit to property manager for approval

Prepare monthly tenant billing, print all billed work orders from the work order system, batch by tenant, make copies and send original to accounting for billing

Prepare monthly expense accruals and issue to property manager for review and approval

Sent out tenant month invoices

Prepare quarterly expense accruals and issue to property manager for review and approval

Prepare year-end expense accruals and issue to property manager for review and approval

Assist in putting information in the budget and supporting project spreadsheets for the new year

Prepare insurance/liability personal injury and workers compensation reports. Call, fax and forward to risk services

Prepare and review new hire paperwork with new employee, create personnel files. Forward to property manager for review and signature. Forward to human resources department

Prepare reimbursement request forms for property team and submit to accounting

Process documents associated with new hires

Send out tenant letters regarding upcoming holidays and request for services on those holidays

1 to 3 years of previous experience in real estate preferred

Bachelor's Degree preferred

Software Knowledge: Extremely proficient in Microsoft Office, Excel, Word, Power Point, CTI, Angus

Customer Service focused

Must have strong organizational skills, ability to prioritize, handle multiple task and meet deadlines

Possess excellent communication skills, written and verbal

Professional telephone manners and appearance

Exceptional communication skills, high level of confidentiality and strong attention to detail

Ability to effectively communicate and interact with employees at all levels is critical

Must have the ability to manage multiple priorities and projects