Real Estate Assistant

Foundry Commercial

Foundry Commercial was created to be a different kind of real estate company. Our motto – "It's Personal" – rings true in everything we do… we value authentic human experiences. At Foundry Commercial, there is a strong sense of community. From wellness fairs to ugly Christmas sweater parties to company fundraisers, Foundry associates lean in to support one other and the causes that are important to us. We bring a sense of teamwork, collegiality, and diversity to all that we do. At the heart of it all is trust and respect. These two things drive everything else. We have built a place where people truly know each other, celebrate together, learn together, and live life alongside each other.

At Foundry, we serve our clients best by attracting and unleashing the most talented and courageous professionals in industry, all while having fun and building a lasting impact on the broader community. Don't just take our word for it. The best way to experience our culture is to immerse yourself in it. But be prepared – it's contagious!

Position Description

We are currently seeking a Real Estate Assistant to join the Foundry Commercial Property Management team in Dallas, TX. The Real Estate Assistant is responsible for supporting the Property Management team in by providing telephone support, invoice processing and monitoring, maintaining system of contractor and tenant information, contract document preparation and monitoring, coordinating tenant request for services and maintaining filing system.

Essential Job Functions

• Administrative Support - provides administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed. Assist in ordering office supplies or building supplies. Maintain lease files and other files as necessary. Administer the work order system and train new engineers, as necessary.
• Tenant Relations - provides customer service to tenants by receiving tenant calls and coordinating requests for services. Follows up with tenants to ensure satisfaction with completed work order requests and/or provides conference service coordination. Provides emergency and safety information to tenants. Coordinates the scheduling of evacuation drills, etc. Prepares proposals and invoices for additional services and utilities. Coordinates with Property Manager and vendor to plan tenant events. Coordinates security access information requests and emergency contacts lists. Activates/deactivates property access cards.
• Operations - coordinates with Property Managers and building personnel for tenant move in/move out. Contacts movers for Certificate of Insurance and provides rules and regulations for after-hours move in/move out. Generates tenant "welcome" letter, handbook, and appropriate welcome gift. Coordinates with Property Manager for purchase of tenant signage (lobby, suite and building) in accordance with building specifications.
• Service Contracts - coordinates service contracts and monitors current contracts to ensure proper insurance and waiver of lien forms are intact. Maintains tickler file for service contract expirations. Maintains up-to-date, approved service contract list. Submits insurance claims to company.
• Accounting - monitors and accurately codes invoices in the accounting system in a timely manner in accordance with company guidelines. Researches invoices and follows up with vendors as needed. Assists in posting cash receipts and follows up on collections. Conducts financial/business analysis. Reconciles monthly tenant work order billings for tenants and management.
• Yardi Software experience is a plus.
• Other duties may be assigned.

Education and Experience Requested

• High School Diploma or equivalent and some college preferred.
• Minimum of 2+ years of work-related experience.
• Ability to comprehend, analyze, and interpret complex business documents.
• Ability to write reports, manuals, speeches and articles using distinctive style.
• Ability to effectively respond to sensitive issues, complex inquiries or complaints from clients, co-workers, supervisors, and/or management.
• Ability to make effective presentations on general topics to an internal department, large group of employees, clients, and/or management.
• Ability to motivate employees and client groups to take desired action.
• Requires contacting tenants regarding collections.
• Ability to assist in forecast and budgets.
• Ability to solve problems and deal with a variety of options in varying situations.
• Requires advanced analytical and quantitative skills.
• Must have an excellent customer service approach to property owners and tenants.

Foundry Commercial is an Equal Opportunity Employer

Foundry Commercial is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available person in every job. It is the policy of Foundry Commercial to grant equal employment opportunities to all qualified persons without regard to race, color, creed, sex, religion, age, national origin, marital status, sexual orientation, citizenship, physical or mental disability that does not prohibit performance of essential job functions, veteran's status, or any other conditions or identifications against which discrimination is prohibited.