Job Summary: This position serves as the focal point and main receptionist for welcome center. This position manages and maintains the Certificate of Insurance for tenants, vendors and contractors for a multi- building property. Responsibilities include administrative duties and other assignments as required for the efficient and effective operation of the property management office.
•Provide administrative support to property management staff and engineers •Greet tenants, and visitors and assist them as appropriate •Assist with tenant move-ins and move-outs •Assist with inputting new and completed service requests into the work order system and request authorized extra work order agreements for services that need to be billed •Process over time HVAC (air conditioning and heating) requests from tenants to ensure engineering sets the building to run during the times requested by tenants •Assists with sending out monthly late notices •Assist in preparation of the emergency and disaster plan manuals •Purchase office supplies •Follow up to assure customer satisfaction and to ensure there was a timely response to their service request •Maintain and file (hard copy and electronically) Certificates of Insurance for tenants, contractors and association •Assist with Angus as needed; requires using a two-way radio •Angus bi-weekly reports •Memos •FedEx shipments as needed •Check the sink and put dirty dishes in dishwasher •Prepare a tenant count as needed (twice a year) •Update the tenant contact list, with suite and phone numbers and distribute as needed •Update the tenant contact list and email distribution list and distribute as soon as additions or changes are made. •Maintain the management office and building conference room calendar schedule •Handles all recycling •Updates the directories •Prepares the Newsletters •Answer the phones
Tenant Relations: •Develop and maintain positive tenant relations by creating and sustaining good will and by providing consistently responsive quality service
•Must work well with others and interact positively with customers •Must possess good communication skills •Detail-oriented and well organized •Must have the ability to manage time and multiple projects efficiently and achieve the required results •To perform this job successfully, the incumbent must work well with others and interact positively with customers. The incumbent must possess excellent communication skills; must be detail-oriented and well organized; and must have the ability to manage time and multiple projects efficiently and achieve the required results. •Must possess a professional demeanor and handle issues in a confidential manner. •Must be able to work well in a team environment. •Real estate experience preferred. •Proficient use of Microsoft Office computer application programs is required. •Proven writing and verbal communication skills. Strong grammatical and practical use of the English language. •The incumbent must be able to define problems, collect data, establish facts, and draw valid conclusions. •Physical Demands may vary. The individual is occasionally required to sit, stoop, kneel, and crouch. The individual may need to lift up to 20 pounds. Specific vision abilities required by this job include color vision. •Minimum of three years' administrative experience is required