Property Management Assistant

JOB POSITION:  Property Management Assistant  

REQUIRED EDUCATION:   High School diploma required; Associates, bachelor’s and/or 2-3 years in course work  

towards an applicable degree preferred? 

REQUIRED EXPERIENCE: 3-5 years experience in administrative support role 

REPORTS TO:  Real Estate Manager, Lead Real Estate Manager? 

SALARY RATE:  $40,000-55,000 depending on experience & credentials; competitive benefits 

DEPARTMENT:  Real Estate Services 

JOB STATUS:   Full Time; Exempt    

HOURS:   Monday – Friday 

8:30 am - 5:30 pm (Or As Required)

ABOUT THIS POSITION:

The Property Admin Assistant provides administrative support to a Real Estate Management team. This essential role requires both a focus on organization and detailed work as well as a flexible attitude, ready to take on projects as assigned and needed.   

ESSENTIAL FUNCTIONS/TASKS: 

• Assist Real Estate Management team in all aspects of management of properties.
• Create and maintain operational contacts.
• Code invoices according to property budgets
• Collect tenant COIs.
• Assist in budget preparation and execution, prepare analysis as requested. 
• Assist in implementation of facility maintenance and repair using online work order system and other related tools. 
• Assist with regard to tenant relations. 
• Monitor vendor RFP's, proposal evaluations, and contractor performance. 
• Review daily security reports and initiate follow-up actions as appropriate. 
• Assist with move-in/move-out procedures as needed. 
• Draft, proof and/or finalize correspondence for Real Estate Management team as needed. 
• Use various software packages and other aids to produce (or assist other staff in producing) accurate documents, presentation materials, charts, and graphics with established deadlines. 
• Organize, research and gather required data for documents, presentations, etc. 
• Handle departmental mailings in a timely manner. 
• Assist in maintenance of formal files on managed properties. 
• Assist in relationships with all tenants, ensuring consistent application of property policies.  
• Assist in relationship with other departments within the company, including accounting, construction management, and technology.  
• Assist in maintenance for each assigned property information on building assets, utilities, contractors, contracts, emergency procedures, and other information useful to the operation of the properties. 
• Assist in response to and resolution of tenant complaints on assigned properties in a timely and professional manner. 

MISCELLANEOUS: 

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instruction and to perform any other job-related tasks requested by their supervisor.   

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.? 

We are an equal opportunity organization, and all qualified applicants will receive consideration for independent contract or employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.? 

EDUCATION, EXPERIENCE, TRAINING/SKILLS REQUIRED: 

• High school diploma
• 3- 5 years experience in administrative support role.
• Must have excellent verbal and written communication skills.
• Must have a professional demeanor and strong interpersonal skills.
• Must have excellent problem solving skills, analytical skills and be capable of handling multiple tasks.
• Ability to read, analyze and interpret technical documents, invoices, and real estate management correspondence.
• Ability to perform math functions like addition, subtraction, multiplication and division to measure financial issues. Ability to calculate figures and amounts such as discounts, commissions, interest and percentages.
• Must have excellent organizational and prioritizing skills and the ability to multi-task.
• Must demonstrate urgency in the timely completion of tasks.
• Needs to possess a positive outlook with ability to stay organized and efficient under pressure.
• Needs experience with Windows, Microsoft Word, Excel, Adobe Acrobat and have familiarity with property management software systems.

LICENSE/CERTIFICATE REQUIRED: 

• Real Estate Brokers’ License in Oregon and/or Washington preferred?  
• Valid Driver’s License
• Licensed, insured, and registered automobile