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POSITION SUMMARY

Performs the administrative functions of the Property Management Team assuring a high level of professionalism in property issues, including timely response to and resolution of any tenant requests or concerns.

Essential functions and responsibilities

· Provide full administrative support, including phone support, typing reports, filing and distribution of correspondence

· Schedule and coordinate meetings/special events, as requested

· Assist in lease administration activities, including tenant contacts and insurance information; generate reports

· Prepare and coordinate bid proposals, service contracts and approved invoices. Assist in bidding process and assist Property Manager(s) in their efforts to ensure compliance with C&W’s policies and procedures

· Prepare and code invoices for Property Manager’s approval

· Ensure office is stocked with office supplies and other required items to maintain the office

· Ensure prompt and accurate completion of contract and certificates of insurance information in contract administration software

· Track and file contracts and insurance certificates; maintain follow-up system for expirations

· Monitor and maintain the property maintenance work order system and prepare monthly reports for Property Manager on status of tenant work orders

· Maintain the property purchase order system

· Maintain lease and contract files, as well as other files located within the property management office

· Promote and foster positive relationships with tenants and clients and track service calls as required

· Assist with monthly and quarterly management reports as well as annual budget preparation

· Process management and maintenance staff hours, tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval

Key Competencies

1. Communication Proficiency (oral and written)

2. Customer Focus (internal and external)

3. Organization Skills

4. Interpersonal Skills

5. Initiative

6. Multi-tasking