Property Assistant

Who We Are:

We are a full-service commercial real estate firm serving Austin, San Antonio, Dallas, Fort Worth and Houston with over 30 years of experience developing, managing, and investing in commercial real estate. This 360-degree perspective gives us the expertise to maximize investment value while navigating through any real estate challenge. Backed by the best staff in the industry, our mission is to build trusting relationships with our clients through proven results, professional integrity, and exceptional service. 

Purpose / Summary of Position:

The Property Assistant is an essential role at HPI. This role assists and reports to the Property Manager in the management of retail centers in the areas of building operations, facility maintenance and repair, tenant and vendor relations, project management, accounting processes, invoicing, A/R, A/P and financial reporting/budgets.

Essential Duties and Responsibilities:

Tenant Communication 

• Regular communication with the tenants of the building, including answering phones, greeting guests, sending out tenant emails, access requests etc.
• Receives service requests from tenants in assigned buildings by documenting work order in property management work order system or communicates to the manager and service requests from and notifying and involving manager as appropriate to ensure customer service
• Prepares tenant move-in/move-out notices
• Requires occasional inspections of properties, and meeting with tenants
• Prepare and send out A/R letters/emails & delinquency letters/emails

Building Operations

• Initiates action to correct security and janitorial maintenance deficiencies as noted in inspections or by direction from the management team
• Assists in enforcing building operating regulations, including use of parking and other common areas along with building security and management team
• Assists Managers with a wide variety of special projects associated with renovation and remodelling of tenant spaces, particularly with respect to new tenant move-ins.  
• Coordinates with tenants and collects new tenant data
• Manages all building events and supports all tenant events
• May assist maintenance techs with updates to work order system
• Manages and orders office supplies for the management office and engineer’s office
• Organizes all property invoices, including filing, uploading and investigation
• Manages mail and all filing associated with the property
• Manages property social media and marketing for internal events (creating signage, communications, etc. to be shared with tenants)

Vendor Management 

• Engages in day-to-day contact and management of vendors along with the Assistant Property Manager, including Security, Janitorial, Window Washing, Pest control, Elevator Maintenance, Interior Landscaping, Grounds Maintenance, Building Access Control, etc.
• Manages new vendor forms and insurance on file for all vendors and tenants. 

Rent Management / Financial Reporting Assistance

• Assists in preparation of materials (bids, inspections, project work) for assigned buildings and functional areas
• When necessary, assist Manager in assembling monthly reports

General Duties and Requirements:

• 2 - 5 years of experience in an administrative assistant/support type role required
• 1-3 years real estate or property management related experience strongly desired
• Minimum HS Diploma required, Some College/College Degree or comparable work experience preferred
• HPI prides itself on a strong work ethic, integrity, and exceptional customer service – these are requirements of this role
• Desire to learn and improve; the bar is always raised by HPI and our competition, goals are set to keep you, your team and our company moving to a higher level
• Timely and accurate work product; ability to work independently and with flexibility in a fast-paced environment
• Strong administrative, organization skills, and ability to prioritize work and attention to detail
• Ability to adapt to change within the organization and the needs of the client
• Professional and ability to keep information confidential
• Technical/Special Skills: Familiarity with computer software programs such as Microsoft Office products (Word, Excel, PowerPoint, Publisher) required
• Preferred experience with social media platforms and marketing platforms such as Canva
• Excellent communication skills required
• Basic understanding of accounting preferred
• Commercial Property Management Software Skills Desired: Angus or ETS Work Order System, MRI and Yardi accounting software, Kardin, myCOI insurance compliance software
• Excellent communication skills & ability to establish strong interpersonal relations with team members, tenants, and vendors
• Assist in developing and maintaining relationships with tenants, vendors, and co-employees & employer.
• This position should ensure they seek manager input on and use good judgment to drive great customer relations but - strive to handle daily situations independently.

HPI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.