Fox - Asst Property Manager - Commercial

Job Description

Job DescriptionDescription:Job Summary

The Assistant Property Manager-Commercial is responsible for assisting and supporting the Commercial Property Manager(s) in the daily business operations by providing high-level administrative support.

Essential Duties and Responsibilities

- Answer telephone calls and interact with customers, vendors and co-workers in a professional and courteous manner

- Communicate and address incoming and outgoing communications on behalf of the Commercial Property Manager

- Prioritize and manage multiple projects simultaneously and follow-up, in a timely fashion

- Schedule and coordinate customer requests and preventative maintenance tasks with vendors and maintenance technicians for multiple commercial properties

- Schedule and coordinate customer requests and preventative maintenance (monthly/annual) tasks with the Maintenance Director and then contractors/vendors for multiple commercial properties

- Assist in maintaining the critical task lists, equipment lists, and annual inspections

- Review all work orders and invoices to determine labor and materials are accurately billed

- Provide updates on pending service requests to pm as needed

- Oversee the purchase order process, including distributing assigned PO#s to maintenance technicians

- Prepare, reconcile and summarize weekly billed/non-billed time for commercial services

- Compare weekly technician labor timesheets to billing records to ensure billing is accurate and up to date

- Prepare all work orders for all commercial customers

- Prepare and review materials for meetings, take meeting minutes, prepare and distribute minutes

- Assist with preparation and distribution of monthly financial reports for multiple customers

- Maintain security system card access, alarm lists, building access codes and keys for multiple properties

- Update miscellaneous management reports, data sheets, proposals and lease renewals

- Handle confidential and sensitive information

- Attention to detail, work independently and prioritize workload

- Exercise good judgement and decision-making in prioritizing conflicting needs

- Ability to work well with a diverse group of people

Additional Duties

- Research and resolve accounting inquiries from customers

- Oversee Security System card access systems for multiple properties

- Escort vendors throughout building to conduct service and preventative maintenance calls

- Serve as backup support for other administrative staff when required

- Maintain a neat and presentable workstation and office

- Actively seek out other tasks when current work is complete

- Participates in ongoing education and training

- Other duties as assigned

Requirements:Essential Behavior Requirements

- Customer Service: Displays a professional sense of urgency when communicating and interacting with customers, coworkers, and the public in a way that exceeds the customer’s wants and needs. Identifies opportunities to improve and deliver additional value to customer’s experience by presenting creative solutions and innovative ideas.

- Communication: Actively listens to customers, coworkers, and the public (viewing the situation from the customer’s perspective) and works together to solve the problem through effective communication.

- Problem Solving: Ability to recognize and define problems; analyze relevant information; encourage alternative solutions and plans to resolve situations; seeks additional assistance when needed.

- Quality: Work “product or service” is free of errors and exceeds customer expectations.

Minimum Qualifications

- Education or Experience- Associate’s degree with three years of experience; or seven years related experience and/or training. Highly proficient in MS software (Word, Excel, PowerPoint, Outlook).

- Language Skills- Must have developed language skills to the point to be able to: read, analyze, and interpret general business documents. Comfortable responding to common inquiries or questions. Ability to write routine reports, business letters and summaries using prescribed format and conforming to all rules of punctuation, grammar, diction and style.

- Mathematical Skills- Requires mathematical development sufficient to be able to: apply common logic in understanding and carrying out written, oral or diagram instructions. Ability to positively deal with problems involving standardized situations.

- Reasoning Ability- Must have developed reasoning skills to be able to: solve practical problems and deal with various situations where only limited standardization exists. Ability to interpret a variety of instructions in written, oral, diagram or schedule form.

Physical Requirements

- Ability to pass a drug test and background check

- Requires sitting, walking, standing to a significant degree, reaching, handling, talking, hearing, and seeing

- Lifting up to 10 lbs. maximum with frequent lifting and/or carrying objects weighing up to 10 lbs

- Ability to operate standard office equipment including personal computer, copiers, facsimile, telephone, and 10- key calculator

- Inside environmental office conditions protected from weather conditions