Job Description
General Description
The Retail Property Assistant works with assigned manager in assisting with the multiple tasks required for the management of the assigned properties. The Retail Property Assistant interacts with clients, tenants, staff (engineers & porters, etc.), vendors, contractors and general public and always maintains a professional and helpful attitude.
Administrative
Answer phones and greet visitors at the management office.
Maintains a log of all tasks, projects and checklists pertaining to the properties.
. Responsible for maintaining supplies, office equipment and general office appearance.
Mail/parcel in-coming and outgoing organization and process.
Schedule and organize meetings as requested
Maintain and update files.
Scan, title and abstract all documents into electronic documentation file systems.
Creates presentations and copies documents for meetings.
Attends and participates in recurring property meetings and transcribes meeting minutes.
Perform any other administrative duties as assigned.
Accounting
Maintain and update master invoice assignment sheets with accurate information in order to ensure consistent, proper invoice processing.
Process invoices through a web based payables system for approval and payment. This includes:
Utilizing and following the coding sheets and processing invoices according to information provided.
Follow any additional directions from accounting staff for coding.
Converting of PDF’s into the web based payable format
Initiate and complete internal check requests as needed and directed.
Creation and mailing of invoices as may be directed.
Maintain, complete and administer tracking of all property utility usage and charges history. This will require analyzing the trends of particular utility accounts to identify issues or potential changes that may be present or considered.
Property Management/Marketing Support
Dispatching of vendors or contractors to complete a given task(s)/work.
Log all calls and information.
Assist manager(s) with coordination and communication required to complete various projects.
Prepare RFI’s, RFP’s, contracts, letters and Memo’s.
Conduct physical property inspections with manager(s). Assist with the execution of the action items noted on the inspection.
Maintain individual premises matrix to identify status of vacant/spaces
Job Type: Full-time
Salary: $50,000.00 /year
Required experience:
Technologically Savvy Microsoft Office Suites: 3 years
Accounting – Invoice Payable/Approval Processes: 3 years
Administrative Assistant Supporting Commercial Real Estate: 3 years
Familar with RFP’s and RFI’s: 3 years