Profile: Administrative Support, Executive Management Support, Front Office Operations, Customer Service, Records management,
Database Management, MS Office

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.
  • Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
  • Provide high-quality customer service, update and maintain current daily and emergency tenant contact lists and tenant information manuals.
  • Provide support to Property Managers by producing, modifying and /or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous type-written information.
  • Process correspondence for tenants, contractors and other third parties for Property Management staff.
  • Maintain and update insurance certificate files for all contractors performing work at the properties.
  • Assist with the scheduling of contractor work and coordinate with tenants. Contribute toward overall office operational needs by helping to provide phone coverage, ordering supplies.
  • Maintain and update as necessary all tenant contact information, after-hour access
  • Maintain reported Risk Management Policies and Incidents immediately upon occurrence and emergency contact information as well as a master tenant contact e-mail address listing.
  • Handle miscellaneous assignments as requested by management
  • Maintain a highly organized filing system for leases, tenants, insurance certificates, vendors, buildings, drawings, contracts and POs.
  • Assisted property manager as needed on special projects
  • Assist with the coordination of rent/lease collections

Tenant Services

  • Assist and administer lease agreements
  • Dispatch tenant work orders; Maintain tenant work order e-mail
  • Handle tenant, vendor and prospective tenant walk-ins
  • Assist with tenant and vendor related interface as needed
  • Assist Property Manager with tenant relations as required

Experience/Skill set you should include:

  • Knowledge of office and accounting procedures
  • Exceptional computer skills – MS Office Suite
  • 2-3 years administrative experience in a commercial leasing office environment
  • Familiarity with facilities operations
  • Excellent customer service
  • Strong ability to work independently; Ability to research and problem solve
  • Demonstrated knowledge of phone and email procedures and etiquette
  • Ability to prioritize and meet deadlines.
  • Strong attention to detail