PROPERTY MANAGEMENT EXPERIENCE REQUIRED Please do not apply if you lack property management experience.
Part-Time Only!
Job Posting: Property Administrator/ Office Administrative Assistant for Real Estate Firm
Location: Santa Clara, CA
Start Date: Immediate start/ Part-time only!
Mon-Thurs 9 AM to 5 PM
Position Title: Property Administrator / Property Management Administrative Assistant
MUST HAVE PROPERTY MANAGEMENT EXPERIENCE NO CALLS!
About Us:
We are a fast-paced commercial real estate company looking for a committed Property Assistant to join our team. If you thrive in a busy setting and are eager to make a meaningful contribution, we want to hear from you!
Job Summary:
This position focuses on timely billing and accounts management while organizing and maintaining documentation related to properties and tenants.
Key Responsibilities:
- Provide comprehensive administrative support, including phone assistance, report typing, filing, and correspondence distribution.
- Schedule and coordinate meetings and special events as required.
- Assist with lease administration tasks, including tenant communications and insurance information; generate reports.
- Prepare and coordinate bid proposals, service contracts, and approved invoices. Support the bidding process and aid Property Managers in adhering to company policies.
- Prepare and code invoices for Property Manager approval.
- Ensure the office is well-stocked with necessary supplies and manage inventory control.
- Oversee contract and insurance certificate information using contract administration software.
- Track and file contracts and insurance certificates; maintain a follow-up system for expirations.
- Monitor the property maintenance work order system, preparing monthly reports on tenant work order statuses.
- Maintain lease and contract files, along with other important documents in the property management office.
- Build positive relationships with tenants and clients, tracking service calls as needed.
- Assist with the preparation of monthly and quarterly management reports, as well as annual budget planning.
- Process hours for management and maintenance staff, tenant bill-back invoices, expense reports, and monthly meter readings.
- Update vendor and tenant contact lists.
- Maintain property management key logs and lockbox codes.
- Track and update insurance for owners, tenants, and vendors.
- Answer incoming calls and manage incoming mail, including date stamping and making copies.
- Handle invoice coding and tracking, providing accounting support as necessary.
- Organize important documents and maintain both physical and shared file folders.
- Assist with construction oversight and schedule property maintenance.
- Manage tenant maintenance requests and scheduling.
- Prepare tenant notices and emails.
- Distribute tenant statements and provide accounting support as needed.
- Compile, bind, and mail out monthly reports.
Key Competencies:
1. Strong Communication Skills (oral & written)
2. Customer Focus (internal & external)
3. Excellent Organizational Skills
4. Strong Interpersonal Skills
5. Initiative and Proactivity
6. Ability to Multi-task
Qualifications:
- Education: High school diploma or GED equivalent required; Bachelor’s Degree preferred.
- Experience: Customer service experience preferred; proficiency in Microsoft Office is essential.
- Skills: Ability to take and give direction professionally while maintaining confidentiality.
Work Environment:
This role is based in a professional office environment that utilizes standard office equipment. Regular travel between properties is required, which may involve various weather conditions.
Physical Demands:
The role may require traveling between floors, climbing stairs, and working outside in different weather conditions. Employees will often remain stationary for extended periods, operate office machinery, and perform general office tasks.
Application Process:
If you’re ready to embrace a challenging role in a fast-paced environment and meet the qualifications listed above, we encourage you to apply immediately. Join us in making a difference in property management!
Please send your resume to mrslizbravo@gmail.com
PROPERTY MANAGEMENT EXPERIENCE REQUIRED Please do not apply if you lack property management experience.
Part-Time ONLY! No calls.
