Aministrative Assistant/Property Manager Assistant

Job Description

Job Description

Cutler Management Corp, a dedicated, professional, full-service property management company, managing commercial real estate in Massachusetts since 1979, is currently seeking an Administrative Assistant/Assistant Property Manager.

This is an onsite position with hours Monday through Friday 8:30 AM - 5:00 PM, with an unpaid one-half hour lunch break.

Responsibilities include (but are not limited to):

General Office Support:

• Responsible for the efficient operation of properties under the direction of the management team.
• Assist and direct external parties and co-workers to the appropriate internal resource.
• Conduct routine property inspections to view condition of properties.
• Enter, maintain, and follow up on work orders and related communication.
• Assist with work orders and field staff. Interact with, coordinate, and serve as liaison between architects and subcontractors.
• Enable field staff to perform routine preventative maintenance programs on all building mechanical systems as well as common areas, tenant spaces, and grounds.
• Supervise materials management and property/grounds maintenance equipment logs and manuals.
• Compile, maintain, and update company files.
• Provide staff operational support including data entry, filing, photocopying, and document assembly.
• Assist in overseeing tenant improvements and ensure all punch list items are complete.
• Solicit bids for maintenance contracts and small construction projects, and participate in the contractor selection process.
• Ensure all tenant and contractor Insurance Certificates are kept current in the property management files. Follow up as needed.
• Ensure contracts and agreements are current and in the property management files.
• Interact directly with prospective and current tenants to achieve maximum occupancy, including generating and handling traffic, answering phones, qualifying prospects, preparing documentation and completing move-in paperwork and procedures.
• Assist with companies on-going relationship with clients throughout their tenancy.

Skills and Qualifications:

• Proficient with Microsoft Office Suite, specifically Word and Excel.
• QuickBooks experience a plus.
• Knowledge of all office equipment (i.e., computer, telephone, email, postage machines, etc.)
• Ability to communicate technical information on building performance to non-technical audiences.
• Excellent customer service skills and phone manners.
• Detailed-oriented with a high degree of accuracy.
• Excellent written and verbal communication as well as interpersonal skills.
• Ability to follow through & take ownership of duties.
• Must be able to take direction, work with minimal supervision, and function cooperatively as part of a team.
• Reliable transportation required.