Responsibilities
- Act as the first point of contact for tenants and vendors who enter the Management office; escalate issues as needed
- Update and maintain property contact lists and emergency information for property
- Coordinate, schedule, and assist with deliveries to and from the dock area
- Promote and foster positive relationships with tenants, owners, and staff
- Ensure that invoices are processed properly by coding for property manager approval, recording/maintaining invoice tracking spreadsheet, and submitting for payment
- Maintain property work order system in the CMMS system, including on-demand and scheduled work order input & dispatching, closing, time tracking, and general reporting
- Create, submit, distribute, and track vendor contracts
- Maintain Property files (electronically as well as hard copies on-site)
- Maintain all Vendor Certificates of Insurance, W-9s, and any additional forms necessary for Contractors
- Conduct property inspections and reports to ensure quality assurance and efficient customer service
- Assist in reviewing and compiling monthly and quarterly reports for client and property management team
- Provide full administrative support including phone support, typing, reports, filing, and distribution of correspondence
- Coordinate and assist with meetings/special events held at the property as requested
- Assist in keeping the Client’s Policies and Procedures updated and current
- Order office and kitchen supplies as needed
- Handle other duties as assigned
Work Arrangement
On-site
Additional Information
- The role requires working in office during standard business hours
- Remote work or telecommuting is not an option for this position
