Property Assistant

Tenant Relations

• Provide customer service to tenants by receiving tenant calls and coordinating requests for services. 

• Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination. 

• Provides emergency and safety information to tenants. 

• Coordinate the scheduling of evacuation drills, etc.  Prepare proposals and invoices for additional services and utilities.   

• Coordinate with Property Manager and vendor to plan tenant events. 

• Coordinate security access information requests and emergency contacts lists. 

• Activate/deactivate property access cards.

• Track and provide updates to MAXIMO tenant service requests.

Accounting

• Monitor and accurately codes invoices in the accounting system in a timely manner in accordance with company guidelines. 

• Research invoices and follow-up with vendors as needed. 

Service Contracts

• Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact. 

• Maintain tickler file for service contract expirations. 

• Maintain up-to-date approved service contract list. 

• Submit insurance claims to company.

Administrative Support

• Provide administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed. 

• Assist in ordering uniforms and provides technology support. 

• Order office supplies and plans office events. 

• Maintain office equipment and equipment service agreements. 

• Maintain lease files and other files as necessary. 

• Administer the automated work order system (MAXIMO) and train new engineers on using the software as necessary.

Operations

• Coordinate with Property Managers and building personnel for tenant move in/move out. 

• Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out. 

• Generate tenant “welcome” letter, handbook, and appropriate welcome gift. 

• Coordinate with Property Manager for purchase of tenant signage (lobby, suite, and building) in accordance with building specifications.