Property Assistant

The Property Assistant is an integral member of our property management team, responsible for facilitating the smooth operation of daily activities. This position encompasses a range of administrative tasks, including managing a multi-line phone system, welcoming visitors, and ensuring the efficiency of office functions. The Property Assistant provides essential support to both the Assistant Property Manager and the Property Manager through invoice processing, report management, and property-related tasks such as rent collection and billbacks. The ideal candidate will possess strong organizational skills, exhibit professionalism, and demonstrate the ability to juggle multiple responsibilities effectively. Experience in real estate and familiarity with property management software such as Yardi and MRI are highly preferred.

Key Responsibilities: 

• Manage phone communications and greet visitors in a professional manner.  
• Maintain and update email distribution lists to ensure effective communication.  
• Monitor visitor access and issue parking passes as needed.  
• Coordinate scheduling for conference rooms by updating the calendar.  
• Receive, sort, and route incoming mail efficiently.  
• Order, receive, and manage office and kitchen supplies.  
• Process invoices in a timely, accurate, and consistent manner.  
• Update and maintain the electronic filing system for property documentation.  
• Oversee work order systems (e.g., Angus) and track the status of requests.  
• Assist in preparing budgets and tracking expenses.  
• Collect and manage Certificates of Insurance (COIs) for tenants and vendors.  
• Process and code invoices in accordance with established approval procedures.  
• Support the Assistant Property Manager and Property Manager with monthly tasks, including:  
•   - Generating and distributing rent statements  
•   - Compiling and analyzing monthly reports  
•   - Coding property-related invoices  
•   - Assisting in the creation of monthly billbacks  
• Perform additional clerical duties as needed, such as filing, photocopying, and collating documents.

Education and Experience Requirements: 

• Bachelor’s degree or equivalent experience in real estate, property management, or administrative roles.  
• Familiarity with Yardi, MRI, and the Microsoft Office Suite.  
• Experience with work order systems (e.g., Angus) and invoice processing.  
• Proven organizational skills, time management ability, and a professional demeanor.

Qualifications:  

• Quality Focus: Demonstrates attention to detail and accuracy; seeks opportunities to enhance quality and efficiency.  
• Planning and Organizing: Utilizes time effectively; establishes goals and allocates resources accordingly.  
• Judgment: Shows decisiveness and sound judgment; includes relevant stakeholders in the decision-making process.  
• Professionalism: Handles situations with tact; remains calm under pressure; treats all individuals with respect; is accountable for one’s actions and commitments.  

Software Proficiencies:

• - Proficient in MRI (training provided if needed) and Avid Exchange for accounts payable (training provided if needed).