Property Assistant

Job Description

Job Description

Our client, a commercial real estate owner/operator with Class A office assets in major markets across the US, is seeking a Property Assistant to join their team in Austin, supporting two Class A office properties. This is a fulltime onsite position.

The primary responsibility of the Property Administrator is to provide support to the Property Manager in all aspects of operations, including property administration and maintenance for 2 Class A Office properties. The Property Administrator will consistently project professionalism and assist in promoting, establishing, and sustaining a positive tenant relations program and maintaining productive vendor relationships. This position is also responsible for cultivating and enhancing the client brand.

Accountabilities/Responsibilities:

1. Manage the property work order systems (Enertiv & MRI Angus) to ensure tenants’ service & badge requests are responded to and taken care of in a professional and timely manner.
2. Conduct weekly inspections of the property (inside the building and around the property), document observations and deficiencies, distribute to the PM and engineers, and put items in the work order system.
3. Assist with preparing and coordinating bid proposals and service contracts.
4. Assist with writing building notices and tenant correspondence.
5. Accounts Payable duties – review, verify, and code invoices for PM approval and enter invoices into the payable system (Nexus) when necessary. Code credit card charges in Certify. Assist with setup of new contractors and respond to vendor Accounts Payable questions.
6. Accounts Receivables duties – assist tenants with billing questions, reconcile tenant accounts, prepare late letters, review recurring rent charges, prepare monthly non-recurring tenant charges, etc.
7. Assist with monthly and quarterly management reports such as accruals, some variance explanations, and annual budget preparation.
8. Promote and foster positive relationships with tenants and owners. Plan and implement tenant relations programs and events.
9. Provide full administrative support, including phone support, writing reports, filing, and distribution of correspondence.
10. Maintain leases, contracts, projects, and other files in the Management Office or shared folders.
11. Track and file tenant and vendor insurance certificates. Maintain a follow-up system for expiration.
12. Provide lease administration support, e.g., updating tenants on-site, accounting, emergency contacts, tenant move-in, move-out process, etc.
13. Schedule and coordinate meetings/special events as required.
14. Assist with tenant inquiries and concerns, communications, and managing public relations.
15. Ensure management and engineer offices are stocked with office and other supplies.
16. Assist with and complete miscellaneous tasks and special projects.
17. Perform other duties as assigned.

Qualifications/Requirements:

1. BA or BS degree from a four-year college or university, one to two years of related experience and training, or equivalent education and experience.
2. Minimum one (1) year of experience in a commercial property management office environment preferred.
3. Manage multiple tasks in a fast-paced environment.
4. Detail-oriented with excellent organizational, analytical, verbal, and written communication skills.
5. Proven ability to be flexible, prioritize and manage multiple projects, and solve problems in a timely manner.
6. Proficiency in Outlook, Excel, Word, and computer skills required. The ability to learn new computer software is required; experience with MRI Angus, Enertiv, Nexus, Yardi, Jones is a plus.
7. Ability to keep information strictly confidential.
8. Strong desire to succeed in an entrepreneurial environment.
9. In person Mon-Fri/onsite position (no WFH). Timeliness and attendance are a must.
10. Must possess a current and valid driver’s license and have a reliable mode of transportation.