Boma Nevada > Jobs
American Nevada Company
Property Management Assistant
Department: Property Management Job Status: Full time FLSA Status: Non-Exempt Reports To: Senior Property Manager POSITION SUMMARY To administer duties as delegated by Senior Property Manager; to relieve Senior Property Manager of administrative functions; to provide administrative service to the President; assist the Vice President of Leasing and Sales with administrative and marketing tasks. Reasonable Accommodations Statement To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. ESSENTIAL JOB FUNCTIONS Property Management 1. Constantly maintain communication with tenants (in person, by telephone or by e-mail). 2. Constantly implement and maintain tenant relations program as developed by the Senior Property Manager. 3. Constantly prepare Maintenance Work Orders for distribution and billing to tenants. 4. Frequently type and produce documents using the Company’s standard formats. 5. Frequently issue building and suite keys. 6. Occasionally oversee the establishment and maintenance of the filing system of property records. 7. Frequently perform projects over which supervision is not exercised. 8. Frequently update insurance certificates from tenants and vendors. Lease Administration 1. Frequently notify tenants of insurance requirements specified in the lease documents and maintain current certificates of insurance. 2. Frequently maintain tenants’ files (in established format). 3. Frequently prepare necessary correspondence to document tenants’ files. 4. Frequently mail/e-mail rent statements. 5. Frequently invoice tenants for additional services. Executive Support 1. Occasionally arrange business meetings and/or luncheons. 2. Frequently maintain daily schedules and appointment calendars. 3. Frequently review and/or prepare check requests and expense reports. 4. Occasionally update contacts in Outlook. Leasing/Marketing 1. Frequently work with in-house broker. 2. Occasionally coordinate tenant welcomes. 3. Constantly take incoming leasing calls. 4. Occasionally create and update marketing brochures for each property in Adobe InDesign. 5. Occasionally create and update e-blast for each available property in Constant Contact online software. 6. Frequently email leasing info/brochure to prospective tenants or real estate brokers. 7. Occasionally prepare ‘exhibits’ for proposals and leases using Photoshop. 8. Occasionally submit new property sign/banner requests. 9. Occasionally market searches on CoStar and RealNex (aka PropertyLine) for Sale/Lease options. 10. Occasionally update broker email contact database. 11. Occasionally run credit checks for new tenants. 12. Occasionally maintain listing agreement files. 13. Occasionally perform property tours. Maintenance 1. Frequently receive, log and distribute vendor work requests. 2. Frequently follow up on work orders received. 3. Occasionally monitor maintenance contracts for insurance requirements. Reports 1. Occasionally prepare access reports 2. Occasionally prepare update on all accounts receivable. 3. Occasionally prepare monthly rent roll and accuracy reports. Constantly = more than 2/3 of time; Frequently = 1/3 – 2/3 of time; Occasionally = less than 1/3 of time PHYSICAL REQUIREMENTS 1. Constant ability to communicate with co-workers, contractors and tenants giving and receiving instruction 2. Constant visual acuity required for operating equipment and performing duties. 3. Frequent sitting at desk/computer. 4. Frequent push/pull exerting up to 5-10 pounds of force while working with file cabinets. 5. Frequent mobility required on carpet, tile floors, asphalt, grass and roofs. 6. Occasional standing/walking outside on uneven terrain while visiting job sites and/or properties. MENTAL REQUIREMENTS 1. Constant mental alertness and attention to detail required in performing all functions. 2. Must be able to work independently and organization/prioritize workload to ensure completion of all tasks within established time frames. 3. Must be able to read/write/speak English and possess oral/written communication skills in order to communicate with, co-workers, tenants, management, etc. 4. Must practice sound judgment and common sense. 5. Must be able to work under pressure. 6. Must be able to function and perform with constant interruptions. WORKING CONDITIONS Work is performed primarily indoors in a climate-controlled environment. May run errands outside the office. EQUIPMENT USED Computer, printer, mouse, copier, fax, calculator, multi-line telephone with voice mail, file cabinets. EDUCATION, TRAINING AND WORK EXPERIENCE 1. High school diploma or equivalent required. 2. Three years administrative experience required OTHER SPECIAL QUALIFICATIONS 1. A strong knowledge of software to include; Windows, Excel, Word, Outlook. 2. Customer service background. 3. Must maintain a current valid Nevada driver’s license, good driving record, and proof of state required insurance. It is not the intention of this position description to limit the specific duties of this job but rather to describe the major responsibilities and activities associated therewith at the time the position description was prepared. As our company changes, as its needs change, or simply with the passage of time, the specific tasks and responsibilities which comprise any job also tend to undergo changes. Such changes may consist of additions to, reductions in, or substitutions of duties and responsibilities.