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Are you looking for an administrative support role where you can use your organizational skills, attention to detail, and penchant for accuracy? Are you good with numbers and a stellar communicator? Would you appreciate working in a supportive family-like atmosphere, for a 50-year-old Portland property management firm that is continuing to grow? Do you like variety in your job duties, and appreciate being part of a cohesive team? If yes, this position could be for you! If you also have experience in the field of property management, and a fondness for commercial property management--WOW--that would put you ahead of the pack!!!
C&R Real Estate Services Co. is searching for an Administrative Assistant to support our two amazing Commercial Property Managers. If you are dependable, highly organized, able to juggle multiple tasks while remaining focused, this may be the position you've been looking for!
At C&R, we expect the best of ourselves and everyone around us. We believe that working together in an atmosphere of mutual respect and trust enhances our performance as a company. That philosophy has been working for us since 1969!
Here's the details about this Commercial Administrative Assistant position:
GENERAL POSITION SUMMARY:
Responsible for providing administrative support to the Commercial Property Managers (CPMs) by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, posting payments, creating and maintaining filing systems and managing off-site record storage.
ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:
⢠Attendance is an imperative job function.
⢠Post resident receivables, pass-through charges, bill-backs, resident late fees and adjustments in computerized accounting system as directed.
⢠Coordinate monthly delivery and mailing of commercial tenant statements and financial reports to owners, after review by CPMs.
⢠Maintain resident insurance certificates and update tickler file to track expiring certificates.
⢠Prepare and mail all resident insurance certificate request letters a month in advance.
⢠Maintain up-to-date property reference notebooks.
⢠Scan, file and mail the monthly financial packages.
⢠Responsible for posting tenant payments and entering them into the computerized accounting system, in an accurate and timely manner.
⢠Set-up and maintain tenant and property files ensuring uniformity and consistency.
⢠File commercial documents and purge old files as needed or instructed.
⢠Attend biweekly Commercial Management meetings and create a log of all duties to be completed by CPMs before next meeting.
⢠Attend and participate in all site safety meetings.
⢠Complete all required training on time.
⢠This job description does not necessarily include all the essential functions that may be assigned this position, based upon the continuing needs of the organization.
SECONDARY FUNCTIONS:
⢠Assist in the process of all tenant move-outs and inform CPMs of tenants being put into collections.
⢠Set-up all tenant move-ins in AMSI using the Lease Abstract prepared by CPMs.
⢠Print and review delinquency and aging reports.
⢠Assist in issuing late notices, track payments and send out second notices as needed.
⢠Print tenant rent statements (invoices) for PM review and coordinate delivery/mailing.
⢠Prepare and send new tenant welcome letters - follow up as needed to ensure that we have the "Tenant Date Survey" in our file and that insurance is received.
⢠Prepare and send new property tenant welcome letters for properties that C&R is taking over management/new accounts.
⢠Purge old files as needed.
⢠Organize and maintain property key box and coding system.
⢠Coordinate annual inspections (fire/backflow) with vendors and tenants.
⢠Process work order request from tenants.
⢠Meet vendors at properties as needed to provide access and direction.
⢠Create vendor and tenant information for property reference notebooks (bibles) for new properties.
JOB SCOPE:
Performs regular, routine and recurring work duties with regular supervision, operating from established and well-known procedures, with occasional variations. Decisions are made within general company policy constraints and worker is encouraged to suggest ways of handling occasional variations but are not granted decision making authority. The work schedule is stable and does not usually fluctuate.
INTERPERSONAL CONTACTS:
⢠The worker normally communicates with corporate office personnel and outside organizations/vendors.
⢠The worker frequently handles confidential and sensitive information requiring discretion at all times.
SPECIFIC JOB SKILLS:
⢠Excellent verbal and written communication skills including demonstrated knowledge of cell phone use including phone calls, email, texting and photographs.
⢠Able to speak, write, read and comprehend English.
⢠Excellent computer skills with demonstrated intermediate level proficiency using Microsoft Office Suite programs (Word, Excel, Outlook, PowerPoint, Publisher, etc.) as well as Adobe Acrobat.
⢠Able to accurately operate a ten-key pad by touch to perform data entry function.
⢠Able to type a minimum of 50 wpm.
⢠Able to learn and use real estate software programs to perform research as requested.
⢠Able to make sound judgements, effectively and efficiently manage time, and correctly prioritize tasks for multiple people, in order to complete high-priority requests.
⢠Excellent research and analytical skills.
⢠Able to effectively use a scanner and digital cameras.
⢠Strong math skills for computing commission using formulas and percentages.
⢠Possess current and valid driver's license, proof of insurance, clean driving record and reliable transportation.
⢠Able to focus and remain engaged for an extended period of time, while performing tasks on a computer.
⢠Able to physically and mentally endure periods of high stress while maintaining stability of performance and personality.
EDUCATION AND/OR EXPERIENCE:
⢠High School diploma or equivalent.
⢠One year of administrative assistant experience, preferably in a real estate environment.
⢠Knowledge of various real estate programs (COSTAR, LoopNet, Zillow, etc.) preferred.
⢠Knowledge of basic commercial real estate language and commercial real estate law preferred.
HOW TO APPLY
If you are interested and qualified, please reply to this ad and attach your resume in PDF format. Please include your target hourly pay range in your cover email or letter. Applicants invited for a personal interview will be asked to complete an employment application. If offered the position, the candidate will be required to pass a background check that includes criminal history, as well as a pre-employment "Oregon" drug screen.
The C&R Mission Statement
Our goal is to create a place where employees are respected, where customer service is our top priority, where success and results are part of our life, and where people can have fun. Above all, employees can be proud to be working for one of the best real estate service companies in the industry.
OUR COMPANY
C&R Real Estate Services Co. is a privately held third party management and brokerage company based in Portland, Oregon. Established in 1969, we have been providing our clients exceptional services for over four decades. Serving both Oregon and Washington, C&R is an industry leader in delivering superior results for both commercial and residential assets. We believe that our commitment to excellence, flexibility and client servicing, sets us apart from the competition. We have built a solid foundation of knowledge, experience and resources over the course of our history, while always adhering to our core values of honesty and integrity. Our website can be viewed at www.crrealestate.com
JOB CONDITIONS:
The worker is frequently subject to inside environmental conditions, which provide protection from weather conditions but not necessarily from temperature changes and is occasionally subject to outside environmental conditions.
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is constantly required to use repetitive motions of the hands, fingers and wrists, reach and handle documents. This position requires frequently sitting and occasionally standing, walking, climbing, lifting, stooping, bending, crouching, hearing, seeing and talking.
