Property Assistant - Operations

Assists Management Staff (currently Property Manager, Engineering Manager, Operations Manager and Chief Engineer) in operational aspects related to the management of commercial office buildings, with an emphasis on tenant customer service, HVAC repairs, janitorial, landscaping, parking, security, trash removal, tenant improvements, and special tenant work orders. Serves as primary coordinator of the online work order system to ensure timely and professional responses to tenant requests. Adheres to established Policies and Procedures. Level of responsibility will vary by property.

Responsibilities

Interacts daily with tenants, building engineers and contractors with a high level of customer service; Courteously handles work order calls or emails, determines priority and responds; Monitors work orders in the online work order system from request through completion and follows up on tenant requests; Coordinates with security on building card access and keying systems; Maintains and updates the Work Order Database and creates periodic reports; Maintains tenant and vendor insurance certificates and performs initial review of tenant lease insurance provisions; Prepares and circulates communications to building occupants and maintains emergency communication templates; Coordinates tenant moves, deliveries and loading dock scheduling; Maintains Property Calendar and coordinates tenant events in public space; Assists with customer events, promotions, bid proposals and purchasing for the property; Coordinates scheduling with janitorial, elevator, pest control, trash and window cleaning contractors; Coordinates building access for electricians, telecommunication providers and leasing personnel; Assists with routine administrative and accounting duties in the absence of the Property Assistant-Accounting; Maintains lobby directory, notices, emergency evacuation plans and tenant guides; Assists with process enhancements and the operating budget; Obtains utility consumption data and updates the Energy Star website; Oversees move-in and move-out processes; Maintains the Property Assistant desk manual; Answers telephones, greets visitors, processes mail and performs office administrative duties; Inspects properties daily to ensure good operating order and appearance; Other duties as assigned

Requirements

2 years of office experience; 2 years of work experience in the commercial property management field; Valid Driver's License and reliable transportation to office and multiple properties in the Greater Metro Washington area; Ability to visit properties, building staff, and tenants; Ability to inspect exterior and interior of properties; Ability to understand basic building systems, building design, and interior construction; Excellent interpersonal skills and strong verbal and written communication skills; Demonstrates organizational and problem-solving skills; Ability to interact with tenants independently, in person, via email and by telephone; Effective team player; Proficiency in Word and Excel; Excellent customer service attitude; Ability to work under pressure with multiple, simultaneous and conflicting customer service requirements; Professional; Punctual, dependable and reliable; Strong organizational skills; High attention to detail; Ability to deal tactfully with a wide variety of individuals; Ability to work independently as well as accept direction

Nice to have

Cove, MRI Angus, Building Engines, Yardi software experience; 4-year college degree; Intermediate Excel spreadsheet skills; Aptitude for learning advanced Word and Excel features and new software (computerized maintenance management, security access system, online form workflow)

Benefits

Health/Medical Insurance including Dental and Vision; 401(k) with company match; Paid time off; Bonus/Target Incentive; Tuition Reimbursement; Complimentary use of in-house fitness center; On-premise full-service dining center discounts; Discounts via the company's EAP; Monthly Employee Recognition Programs; Referral bonus; Pre-tax transportation options; Short-term and long-term disability coverage; Basic life insurance