FLSA Status: Exempt
Reports to: Property Manager
Date created/revised: February 24, 2021

Administrative Duties:

  • Assist Property Management with the day to day operations and tenant relations through the coordination of tenant requests and administration of maintenance services.
  • Answer and route phone calls from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
  • Handle tenant, vendor and prospective tenant walk-ins
  • Contribute toward overall office operational needs by helping to provide phone coverage, ordering supplies, stocking the coffee area, and organizing front and back of office.
  • Collect mail and scan invoices into the Avid system.
  • Code all invoices; except legal, leasing, and job cost invoices.
  • Complete mailings, prepare fed ex packages, ma
  • Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
  • Provide support to Property Manager by producing, modifying and /or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous type-written information.
  • Create, update, and maintain property/tenant contact information spreadsheets both online and information booklets.
  • Provide high quality of customer service, update and maintain current daily and emergency tenant contact lists and tenant information manuals.
  • Maintain and update as necessary all tenant contact information, after hour access
  • Maintain and update insurance certificate files for all contractors performing work at the properties.
  • Maintain all Tenant certificates of insurance and keep up to date.
  • Maintain and update gross sales reporting for all tenants.
  • Maintain and update all utility tracking spreadsheets.
  • Review security reports and coordinate any needed work requests with onsite staff.
  • Assist with the scheduling of contractor work and coordinate with tenants.
  • Maintain and update as necessary all tenant contact information, after hour access
  • Maintain highly organized filing system for leases, tenants, insurance certificates, vendors, buildings, drawings, and contracts.
  • Work with Marketing with receiving posters and signage and coordinate with the dayporters to install appropriately.
  • Assist Property Manager as needed on special projects, such as account reconciliations, computer file organization.

Required Education and Experience:

  • 4-year college degree

Work Environment:

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  The physical demands of the job, including bending, sitting, lifting and driving. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work:

  • This is a full-time position, and hours of work and days are Monday through Friday, 8:00 a.m. to 5 p.m. When necessary, evening and weekend work may be required as job duties demand.

AAP/EEO Statement:

  • We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.


Human Resources

Back to Careers