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Regional hiringpublishedExternal employer
NNewmark
NewmarkReal Estate

Property Assistant

Location

Oakland, California, United States

Work type

Onsite

Employment

Full Time

Experience

3-4 years

Compensation

$60K - $70K per year

Posted

6h ago

Summary and responsibilities

Role overview

Summary

This role provides administrative support to Property Managers, handling tenant/customer service requests and compiling various operational, administrative, and financial reports. The assistant ensures financial controls, coordinates property-related documents, and maintains property filing systems.

JOB DESCRIPTION:

Provide assistance to a team of Property Managers in all administrative aspects of property management administration and reporting. Lead member and first (telephone) response for tenant/customer service requests serving a portfolio of investment and corporate properties. Compile, and assist in the preparation of, various monthly (and other periodic) property operational, administrative and financial reports. Administrative duties require broad experience, skill and knowledge of organization policies and practices for a specific group or individual. Analysis and determination of information requests and follow-up. May directly assist in budget preparation and control activities.

ESSENTIAL DUTIES:

  • Ensure financial controls and business processes are in place relative to processing, monitoring, analyzing and reporting all expenditures. Where lacking, assist in developing programs to support the business needs.

  • Coordinate with Property Managers in property-related documents administration - memoranda, letters, monthly reports, proposals, and other projects from draft using company software packages such as spreadsheets, word processing and graphics. Create transcription from Dictaphone. Ensure timeliness and accuracy of documents.

  • Coordinate tenant service requests pertaining to property operations and administration. Maintain a professional image to internal and external callers. Delegate calls to property service technicians and follow up with tenant and/or property manager as required.

  • Compile information, prepare and update reports or process other documents as required: Lease Abstracts, Vendor Insurance Certificates, Vendor Service Agreements, Vendor Invoices and Service Records, Property Emergency Call Lists, Tenant Contact Lists, etc.

  • Develop and maintain property filing & tracking systems for reports and documents identified above.

  • Assist Property Managers in the annual budget preparation and development.

  • Administer and print various property accounting reports (as produced by the company’s accounting software) for Property Manager review or compilation in the property monthly (or other periodic) reports – Accounts Receivable, Check Register, Variance Report, General Ledger, Rent Roll, etc.

  • Administer vendor, RE Tax and other property invoices. Date stamp, code/process for Property Manager review/approval and enter into the accounting system.

  • Organization and scheduling of meetings. Prepare/organize items in relation to meetings, including but not limited to, site reservation, preparation of necessary materials, interaction with attendees, etc.

  • Assist Property Managers in the monthly billing, periodic tenant billing adjustments (PTAR’s) and subsequent collections of monthly tenant rent and other tenant receivables.

  • Oversee copying, faxing and mail distribution within designated area. Monitor and order general office supplies as needed. Ensure assigned office equipment is adequately maintained and secure. Contact and coordinate with vendors to service or repair equipment.

  • May perform other duties as assigned.

Updated 6h ago

Candidate fit

Skills and qualifications

Additional skills

MS Word • 1+ yrs
MS Excel • 1+ yrs
Internet Searching Techniques • 1+ yrs
Working independently • 1+ yrs
Prioritization • 1+ yrs
Attention to detail • 1+ yrs
Proofreading • 1+ yrs
Communication skills • 1+ yrs

Experience

3-4 years

Certifications

Broker or salesman license • Required

How this role is positioned

Role classification

Job domains

Sales & Business Dev
Real Estate & Facilities

Industries

Real Estate & PropTech

Employment

Full Time

Contract duration

Permanent

Hiring type

Direct

Global hiring

Location specific

Offer details

Compensation and benefits

Compensation

$60K - $70K per year

VisibilityShared on listing
CurrencyUSD
PeriodYearly

Location, schedule, and role shape

Work setup

Work conditions

Primary locationOakland, California, United States
Work typeOnsite
Global hiringNo

Bandwidth profile

peopleMedium7/10
physicalLow2/10
cognitiveMedium7/10
executionHigh8/10
creativityLow3/10
uncertaintyMedium5/10
communicationHigh8/10

Context on the employer

Company snapshot

Company

Newmark

Team size

Growing team

Location

Oakland, California, United States

Newmark is a leading commercial real estate advisor and service provider to large institutional investors, global corporations, and other owners and occupiers.

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Property Assistant

Oakland, California, United StatesFull Time