Property Management Assistant I needed to provide support to the Charlotte Division of an established Commercial Real Estate firm. Will provide support to Property Management and the Retail Division, facilitate resolution of Tenant requests and repairs, and assist the Property Managers with Lease administration.
Facilitate Tenant relations, which include assisting Tenants with various requests or issues. Coordinate repairs with Maintenance or outside contractors. Follow-up with Maintenance and or contractors to ensure that the request was completed. Follow-up with Tenant to ensure satisfaction and resolution of request/issue.
Provide support to the Senior Property Manager, Property Managers, and Maintenance. Field property management requests and determine how best to satisfy the request. If necessary, route the request to the appropriate person.
Keep the Property Managers informed about tenant concerns, complaints or property issues.
Maintain accurate Tenant information, property information and emergency contact information. Prepare move in / move out checklists, transfer utilities when needed and update all applicable lists.
Maintain an accurate Certificate of Insurance database. Request from the Tenants a current Certificate of Insurance and ensure compliance with the Lease with regard to continuous coverage, additional insured language, and limits of coverage. Notify the Property Manager when the Tenant fails to provide a current Certificate of Insurance
Manage Sales Reporting. Maintain an accurate Sales Report database. Request from the Tenants sales reports per their Lease Requirement. Manage the Sales database to calculate percentage rent overages. Report findings to the Property Manager. Provide Sales Reports to, leasing agents, partners and outside owners as needed. Keep updated records to discuss delinquent Sales with Property Managers at monthly management meetings.
Maintain UCC filings. Review Leases for Landlord’s Lien language, fill out the appropriate state and county UCC forms, follow-up with the appropriate agency to make sure the UCC filings are returned.
Assist Property Managers with rent collection. Prepare standard collection letters and follow up on delinquencies.
Provide support for year-end Reconciliations, budgets and due diligence.
Handle roof leak calls. Prepare work orders and coordinate with the roofing consultant and contractor to ensure the work was completed. Coordinate ceiling tile replacement with the Tenant and Maintenance.
Log retail rental deposits into a spreadsheet
Assist in maintaining the shopping center websites and other social media.
Provide administrative assistance which includes but is not limited to distributing management reports, ordering tenant gifts, copying, scanning, and other miscellaneous projects.
File Tenant documents and correspondence in the appropriate tab in the property Lease files. Electronically file up to date information via the SharePoint website.
Provide support, on a rotational basis, for the front desk Receptionist. Duties include telephones, mail, greeting visitors, etc.)
Provide support to the Retail Division wherever needed.
Associate’s degree and 3-5 years of administrative experience or equivalent combination of education and experience
Development of a high level of professionalism
Advanced computer skills including proficiency in spreadsheet applications, navigating the Internet and working with social media
Ability to work independently without direct supervision.
Ideal candidate should feel comfortable working in an open office environment. Must be highly motivated, have solid customer service skills, be social media, internet savvy. Marketing background is a plus. Recent college graduates with a drive to succeed are welcome.