Property Management Assistant (Llyod Center/NE Portland)

7 October, 2011 at 3:02 pm in Craigslist / Customer Service / Education / Government / Management / Real Estate / Retail / Security / Uncategorized

Local Jobs in Portland: JOB DESCRIPTION JOB POSITION: Property Management Assistant DEPARTMENT: Department of Client Services/Property Management Team REPORTS TO: VP: Director of Client Services Senior Property Manager/Property Manager SALARY RANGE: Confidential JOB STATUS: Full Time HOURS: Monday -- Friday 8:30 am -- 5:30 pm GENERAL POSITION SUMMARY The Assistant Property Manager is assigned to a Property Manager and a designated portfolio of properties and will literally become wedded to both. Their joint responsibilities are considerable and the potential range of tasks can be daunting. A smooth and harmonious coordination can be reached with seamless team work, respect, loyalty and open communication. Any less devotion will only spell trouble for the team and so it is important that the Property Manager feel the utmost confidence in their assigned Assistant Property Manager. Customer service will be the key to the success of this Team: to the client, the tenants, the vendors, as well as the cross-departmental co-workers who will join you on your portfolio Team. Greatest success in meeting the requirements of this position will be found by those who can communicate well and are capable of coordinating their work with others. As a company who will invest much time and expense in training Assistant Property Managers, we will be seeking individuals whose professional goals include the desire to move through the ranks to Property Manager and Senior Property Manager. EDUCATION, EXPERIENCE, TRAINING/SKILLS REQUIRED: -High school diploma -At least 2-3 years college course work in the areas of Business Management, Real Estate, Finance or related studies. Must be able to show progressive status toward the completion of a 4+year Bachelor's degree, or a suitable alternative. - 3-5 years experience in property management of commercial real estate (industrial, office and/or retail) including handling property maintenance and repair, tenant improvements, tenant complaints, contracts, lease administration and enforcement. - Must have a minimum of two years experience dealing with administrative tasks/functions. - Must have excellent verbal and written communication skills. -Must have a professional demeanor and strong interpersonal skills. - Must have excellent problem solving skills, analytical skills and be capable of handling multiple tasks. - Ability to read, analyze and interpret technical procedures, governmental regulations and business reports. - Ability to write business reports and correspondence. - Ability to perform math functions like addition, subtraction, multiplication and division to measure financial issues. Ability to calculate figures and amounts such as discounts, commissions, interest and percentages. - Must have excellent organizational and prioritizing skills and the ability to multi-task. -Must demonstrate urgency in the timely completion of tasks. -Needs to possess a positive outlook with ability to stay organized and efficient under pressure. -Needs IBM PC experience with Windows, Microsoft Word, Excel and have familiarity with property management software system. LICENSE/CERTIFICATE REQUIRED: -In order to prepare for eventual promotion to a Property Manager position, must hold valid real estate Brokers' License in Oregon and Washington, minimally, plus any other state in which we are required to do so. - Valid Driver's License - Licensed, insured, and registered automobile ESSENTIAL FUNCTIONS/TASKS: 1. Assists Property Manager in management of properties and provides a variety of administrative and clerical functions in support of Property Management staff. 2. Participates in budget preparation and execution, prepares statistical analysis 3. Oversees building operation management 4. Coordinates facility maintenance and repair 5. Monitors and provides resolution with regard to tenant relations 6. Monitors vendor RFP's, proposal evaluations, and contractor performance 7. Helps maintain lease administration if necessary 8. Reviews daily security reports and initiates follow-up actions as appropriate 9. Assists with move-in/move-out procedures as needed 10. Assists Property Manager with collection of overdue payments from tenants 11. Drafts, proofs and/or finalizes correspondence for assigned Property Managers as needed, using word processing software 12. Uses various software packages and other aids to produce (or assist other staff in producing) accurate documents, presentation materials, charts, and graphics with established deadlines 13. Organizes, researches and gathers required data for documents, presentations, etc. 14. Handles departmental mailings in a timely manner 15. Maintains formal files on managed properties for 16. Transcribes and finalizes documents as needed 17. Maintains relationships with all tenants, ensuring consistent application of property policies. 18. Maintains relationships with other departments within the company, including accounting, facilities operations, information technology and maintenance. 19. Maintains relationships with vendors and property management staff. Interactions usually involve information exchanges, providing work direction, and dealing with problem resolution for tenant concerns. 20. May provide work direction to building engineers, day porters, vendors and other office staff. 21. Prepare and maintain a Project Book and maintain for each assigned property which provides information on buildings, utilities, contractors, contracts, emergency procedures, and other information useful to the operation of the properties. 22. Prepare annual budgets and business plan for assigned properties. 23. Prepare weekly or monthly reports for assigned properties and other reports which may be required. 24. Review operating statements for accuracy and resolve discrepancies with accounting including variance explanations as required. 25. Develop and implement a tenant relations program in coordination with Project Team. 26. Respond to and resolve tenant complaints on assigned properties in a timely and professional manner. 27. Administer tenants' compliance with the terms of the lease. 28. Implement rent collections procedures to obtain timely collection of rent. 29. Maintain Work Order Log Book and related work orders. 30. Maintain all project files in current order. MISCELLANEOUS: This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instruction and to perform any other job-related tasks requested by their supervisor. Please reply with resume and salary requirement. Check us out: www.elliottassociatesinc.com Location: Llyod Center/NE Portland Principals only. Recruiters, please don't contact this job poster. Please, no phone calls about this job! Please do not contact job poster about other services, products or commercial interests.