Commercial Property Administrative Assistant

Overview:

The Admin Assistant will be at the center of our daily activities, working closely with the Property Manager, Service and Concierge teams, Day Porters, and vendors to ensure our high standards are met and to foster a vibrant community for tenants and residents alike.

Responsibilities:

• Communication Management: Respond promptly and professionally to emails and calls from residents, commercial tenants, ownership, and vendors.
• Scheduling & Calendar Management: Coordinate meetings, appointments, and events for the Property Manager. Send reminders and manage scheduling conflicts proactively.
• Financial Reporting: Assist in preparing GL Notes, Accruals, Reclasses, and Nexus invoice processing, including PO entry and managing allocations across residential and commercial entities.
• Report Preparation: Contribute to the Executive Summary Reporting, property-specific weekly reports, and compliance updates.
• Visa Receipts: Process visa receipts and ensure proper documentation is maintained.

• Inquiries & Issue Resolution: Act as a first point of contact for resident and tenant questions and service requests, ensuring timely follow-up and escalation to relevant team members.
• Notifications & Updates: Draft and distribute communications for events, inspections, maintenance, and emergencies for both residential and commercial tenants.
• Leasing & Renewals: Prepare lease agreements, approval letters, and move-in guides, conduct unit walkthroughs, and manage renewal processes, including commercial lease updates.
• Community Events & Engagement: Plan and execute resident and tenant events, fostering a sense of community by connecting people, showcasing the neighborhood, and partnering with local businesses.
• Hotel Units Coordination: Address maintenance, payments, and rent collection related to 20 hotel units.

• Property Walkthroughs: Conduct regular property inspections to ensure the highest standards, making sure common areas, residential units, and commercial spaces are well-maintained and ready for occupancy.
• Vendor Liaison: Coordinate vendor visits, manage service requests, and oversee follow-up on work orders for commercial and residential tenants. Maintain a log of vendor interactions, contracts, and performance issues.
• Maintenance Coordination: Work with the service team to track and update service requests, especially for commercial areas and common spaces, and oversee work order follow-up.
• Supply Management: Maintain inventory of office and operational supplies, ensuring timely restocking.

• Collections & Rent Management: Monitor residential and commercial tenant accounts. Assist in tracking rent collection for residential and commercial tenants, coordinating with the finance team on delinquency follow-ups, and maintaining accurate records.
• Deposit Accounting & Pre-Vacate Inspections: Conduct pre-vacate inspections, reconcile tenant accounts, and handle deposit accounting.

• Special Projects: Assist ownership with custom projects, inquiries, and tours. Provide support for lease, AR, and pricing-related tasks.
• Legal Coordination: Collaborate with legal teams on delinquent accounts and lease violations, ensuring compliance with regulations.
• Incident Reporting: Document and report incidents accurately, following up as necessary.

• Software Proficiency: Utilize property management software, including Yardi One, Nexus, Kastle, ButterflyMX, and Canva.
• Application and Move-In Process: Oversee applications, screening, approvals, and move-in preparations for both residential and commercial tenants, ensuring a smooth experience and satisfaction.

• Record Keeping & Documentation: Maintain accurate records of lease agreements, resident and tenant communications, compliance documents, and contracts. Organize and update digital and physical files related to property operations.
• Administrative Audits: Conduct regular audits of administrative files, including lease files, insurance compliance, and tenant demographics.
• Custom Weekly Reporting: Prepare and update weekly reports, such as Residential and Commercial Delinquency Reports, Parking and Storage Reports, Lease Expirations, and Application Summaries.

Qualifications:

• 2-3 years of administrative support experience in the commercial property management field required
• Strong Work Ethic: Motivated and dedicated to completing responsibilities effectively.
• Attention to Detail: Demonstrates accuracy in financial tasks and documentation, ensuring records and communications are mistake-free.
• Customer-Centric Approach: Puts residents' and tenants’ needs first, addressing questions and concerns with empathy, respect, and efficiency.
• Proactive Problem Solver: Takes initiative in addressing challenges, whether in scheduling, tenant concerns, or vendor coordination.
• Organizational Skills: Manages multiple tasks and projects and meets tight deadlines effectively while maintaining accurate records.
• Effective Communication: Strong verbal and written communication skills, with the ability to draft, proofread, and format documents for distribution.
• Tech-Savvy: Proficient in property management software, Microsoft Office Suite, and digital file management, enabling efficient data and record handling. Familiarity with tools like NetVendor and Nexus for vendor and financial management is preferred.
• Team Player with a Positive Attitude: Works collaboratively, supports team members, and contributes positively to the work environment.
• Professionalism: Maintains professional attire and punctuality, handling conflicts with a positive approach.