Property Assistant

Job Description

Job Description

 

 

Jamestown's Newport on the Levee

POSITION/LEVEL: Property Assistant FLSA STATUS: Non-Exempt

DEPARTMENT: Property Management DATE: August 2026

 

Position Summary:

This is a highly visible position expected to display and maintain the utmost professionalism at all times. Responsible for all lobby functions, including answering & directing calls, taking/forwarding messages, receiving guests & notifying internal employees of their arrival & keeping the lobby clean, organized & well maintained. Also responsible for assisting GM and AGM with general property functions.

 

The Property Assistant must be a team player with a positive attitude and demonstrated flexibility. The ideal candidate will display strong customer service skills and experience, along with presenting themselves in a professional and courteous manner.

 

Must be available Monday through Friday from 9:00am-5:00pm and must be flexible and willing to assist with a variety of duties as directed including assisting with events after hours and on some weekends. This position is supervised by the Assistant General Manager & General Manager.

 

Specific Duties and Responsibilities (Essential Job Functions):

• Provide front desk coverage through answering main phone lines timely and greeting guests in a professional, courteous manner
• Answers and directs incoming calls
• Logs in packages; coordinates distribution to employees
• Manages the mailroom and assists with distributing mail
• Informs security if there are any issues for their attention
• Shares knowledge of Newport on the Levee events with callers, guests, and employees
• Maintains and updates employee contact information on phone lists, titles, quick lists, etc.
• Curates all teams weekly schedules and distributes to all staff
• Maintains and updates all Vendor and Tenant contact information.
• Maintains updated certificates of insurance for both Vendors and Tenants with correct requirements
• Prepare and edit correspondence, communications, presentations, and other documents. This includes correspondence and notifications that go out to tenants
• Assist in responding to and logging all guest issues/comments in a professional, courteous manner.
• Manages project and work order management system. 
• Code and process all invoices in a timely manner and effectively communicate with the accounting and management team
• Completes monthly sales psf maps, quarterly sales reports, and ensures sales are entered into MRI and spreadsheet in a timely manner
• Pull monthly utility invoices for processing and get them to Jason to billback to tenants
• Send monthly utility invoices to tenants
• Manage the credit card receipts, pull AMEX statement and submit form for wiring monthly
• Manage the community calendar with updated events and happenings around the Greater Cincinnati area
• Maintains tenant late opening/early closing report, tenant maintenance tracker, and Energy Star utility entry
• Maintain and organize tenant and vendor files
• Order and maintain an inventory of office supplies and equipment
• Ensure office presentation is professional at all times, including the conference room and community rooms
• Manage conference room and the conference room calendar
• Develop and maintain positive relations with retailers, office tenants, and vendors
• Coordinate with IT for office projects – Conference Rooms, etc.
• Update tenant manuals , and construction/design manuals
• Provide refreshments for meetings and daily use. Assist in coordinating special outings, team birthdays, holiday parties, etc.
• Assist with purchasing items for events and event operations
• Works efficiently with multiple departments ensuring real-time communication and follow-through
• Other responsibilities as requested

 

 

Other Job Requirements:

• Provides backup on various admin tasks as assigned
• Assists with general maintenance of kitchens and other common areas
• Inputs info and creates labels for Fed Ex/UPS pkgs
• Must be highly organized

 

Qualifications:

• Minimum 1-2 years of administrative experience, preferably in property management
• Bachelor’s degree required from 4-year college or university
• Financial acumen
• Attention to detail
• Results driven
• Marketing and technologically savvy
• Strong organizational and planning skills required
• Exceptional communication and interpersonal skills with a customer-service focus
• Proficiency in Microsoft Office (Outlook, Word, and Excel)

 

Physical Requirements:

• Sitting for up to 8 hours a day
• Standing for up to 8 hours a day
• Walking for up to 8 hours a day
• Ability to lift up to 20 pounds
• Stooping
• Using a telephone 
• Communicating verbally in person and on the telephone 
• Ability to climb ladders and stairs 
• Ability to use a computer 
• Ability to multi-task
• Smiling