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
Experience
3-4 years
Certifications
How this role is positioned
Role classification
Job domains
Industries
Employment
Full Time
Contract duration
Permanent
Hiring type
Direct
Global hiring
Location specific
Offer details
Compensation and benefits
Compensation
$60K - $70K per year
Location, schedule, and role shape
Work setup
Work conditions
Bandwidth profile
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 States • Full Time