Department Assistant

Company Description

Founded in 1996, Stream Realty Partners (Stream) began with a vision. Not one focused on bricks and mortar, but with people at its foundation. With 215+ million square feet of assignments and more than $5.8 billion in annual transactions, we are one of the fastest-growing, full-service commercial real estate services organizations in the country. We’ve grown from our two original partners to 1,100+ talented individuals that come together to create our distinct culture, best summarized by our firm’s core values: smart, honest, nice, and passionate. 

IMMEDIATE IMPACT. MEANINGFUL CAREER.

At Stream, we know our success begins and ends with our people. It’s the reason we work hard to attract and retain the best and brightest talent. From day one, you will be an integral member of our high-caliber, collaborative team. We will empower you to apply your energy, expertise, and creativity to meet our clients’ needs while instilling you with unsurpassed market knowledge and development opportunities to succeed. When you join Stream, you won’t simply start a new job—you will build a meaningful and impactful career.

Job Description

The Department Assistant will focus exclusively on supporting the Property Management function and the Managing Director in various capacities including vendor contract review, coordination of meetings and events, and assisting with the transition of new properties and new Property Management employees.

ESSENTIAL FUNCTIONS

• Coordinate annual audits of Property Managers for SOC1 compliance.
• Organize and coordinate specific property information to be tracked.
• Assist with onboarding of new properties to be managed by Stream.
• Assist with coordinating New Hire items.
• Assist with marketing materials for the Property Management team.
• Coordination of events and meetings as needed.  Liaison with Marketing team to coordinate meetings and client visits.
• Review and approve vendor contracts submitted for execution.
• Support property management department by engaging team members with a positive and supportive attitude.
• Administrative support of Director as needed.  

RESPONSIBILITIES

• Manage, maintain, organize, and be responsible for the vendor contract approval/execution process, ensuring that all contracts are completed accurately.
• Create Property Manager Audit Schedule. Ensure audits are completed per schedule; Review audit score cards and discuss follow ups with Director.
• Maintain the electronic filing system.
• Maintain current information on properties under management.
• Collect, log and track information on properties necessary to track total square footage managed, team allocations, electricity contracts, deadline trackers, etc.
• Coordinate meetings, schedule appointments, maintain calendars, and assist with travel itineraries and conference room reservations (including coordination of lunch meetings and site visits with PM teams).
• Respond to general inquiries and provides information as needed, while maintaining confidentiality in all communication.
• Follow up with PM teams regarding pending items and sending reminders for deadlines – Trackers: OPE, Budgets, Utilities, etc.
• Assist with recognition of work anniversaries and birthdays.
• Create and find content for newsletters and bulletins.
• Ensure team organizational chart is updated.
• Support PM teams to help prepare for client visits.
• Act as a company culture liaison between the offsite Office Property Management teams and the HQ office.
• Write, compile, and distribute meeting minutes for Property Management monthly meetings.
• Help maintain the Master Houston Property list at the direction of the Director.
• Keep property management team members informed regarding industry events and organizations (IREM, BOMA, CREMM).
• Responsible for updating the HOU Events and Engagement Calendar with industry events related to Property Management and all client visits.
• Curate and distribute client appreciation gifts as needed alongside marketing. Responsible for ordering and sending any milestone gifts for clients as requested by Property Management teams.
• Assist with employee appreciation initiatives as needed. Organize and distribute marketing materials provided by marketing to the Property Management team and ensure all resources are being utilized.

Qualifications

• Ability to work in a fast-pace and deadline-oriented environment
• Attention to detail
• Strong interpersonal skills
• Strong written and verbal communication skills
• Strong organizational skills
• Proficiency with MS Word, Excel, and Microsoft Teams
• Proficiency in Adobe
• Mathematical aptitude