Property Assistant

SUMMARY:

MRP is looking for an eager, goal driven, customer service-oriented individual to contribute to the success of our fast paced, growing, and high-energy property management team. The Property Assistant is primarily responsible for all administrative duties, accounts payable and accounts receivable, and assisting the property management team with a variety of tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Core duties and responsibilities include the following.  Other duties may be assigned.

  • Answer incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department. When the appropriate personnel are unavailable, take and deliver messages or transfers calls to voicemail. Retrieves messages from office voicemail and forwards them to appropriate personnel.
  • Respond to property inquiries with appropriate to include office address, directions, and a variety of other information as needed.
  • Assist concierges as needed with computers, phones, emails, visitors, events, etc. Welcome on-site visitors: determine nature of business and announce visitors to appropriate personnel.
  • Develop and foster professional relationships with tenants and vendors to ensure top customer service and enhance community experience by enthusiastically engaging with building tenants.
  • Updates and maintains tenant contact lists, emergency contact lists, email distribution lists, and various tracking spreadsheets.
  • Maintain and track all tenant and vendor certificates of insurance to ensure that all COIs are current and compliant with our insurance requirements. Contact tenant/vendor if COI is expiring.
  • Ensure tenants are informed of upcoming events, building holidays and scheduled maintenance.
  • Partner and communicate with vendors to schedule maintenance.
  • Monitor visitor access and issue parking validations when required.
  • Issue and activate Kastle badges for new tenants and assign appropriate access.
  • Manage and update conference room calendar correctly and consistently. Manage conference room supplies, order and stocking.
  • Weekly inspections and retail checks of parking garage, retail areas/building common areas, amenity spaces (check, order, and stock supplies as necessary.)
  • Receive, sort, and distribute mail. Check mailrooms and send reminder notices to tenants.
  • Maintain copier, assist users, send/scan, and retrieve and route incoming emails, notices, checks.
  • Order, receive, and maintain all office and kitchen supplies.
  • Update electronic filing system.
  • Assist with planning and coordinating tenant events.
  • Process all accounts payable in a timely, effective, and consistent manner based on the building’s operating budget. This includes printing all invoices received from both mail and e-mail, inputting invoices directly into Yardi, and coding invoices to be reviewed and approved by the Property Manager.
  • Process all accounts receivable in a timely and consistent manner. This includes recording all rent checks and wires that we receive from building tenants and ownership.
  • Create and print, building memos, correspondence, reports, and other documents when necessary.
  • Submit, track, and oversee work order tickets.
  • Create and distribute monthly tenant bill backs.
  • Assists Assistant Property Manager and/or Property Manager with monthly tasks such as:
    • Running and sending rent ups
    • Running monthly reports from Yardi/MRI
  • Performs other clerical duties as needed, such as filing, photocopying, and collating.

EDUCATION AND/OR EXPERIENCE:

  • Bachelor’s degree from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.
  • One-year general administrative experience required.
  • Real Estate experience preferred.
  • Ability to utilize relevant software and technology such as outlook, word processing, spreadsheet, and accounting software systems (Yardi and MRI experience a plus).

QUALIFICATIONS:

  • Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality.
  • Planning/Organizing – Uses time efficiently; Plans for additional resources; Sets goals and objectives.
  • Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
  • Professionalism – Approaches situations in a tactful manner; Reacts well under pressure; Treats everyone with respect and consideration; Accepts responsibility for own actions; Follows through on commitments.

MRP is an equal opportunity employer. Our values center on the notion where we are part of a team that is respectful, where you are appreciated and allowed to be yourself. We recognize that greater diversity in the workforce results in greater profitability and value creation. We help build the communities where people live, and work and we are committed to always do that in a way that celebrates inclusivity.

Reasonable accommodations will be provided in compliance with the ADA and applicable state and local laws.