Property Management Operations Assistant

Address

We're always looking for bright individuals to join our growing organization. As a part of the First Financial Family, we will invest in your development and provide a dynamic work environment where you're challenged, valued and empowered every day. We strive to be the best destination for the industry's top talent, creating a diverse, collaborative workplace that celebrates innovation and change. We are one team, working together to get things done.

Job Description:

Office Location:

Abilene, Texas, United States

SCOPE:

The Property Management Assistant is responsible for assisting the VP Property Manager and/or Property Manager and providing administrative and customer service support with the daily operations of the assigned property portfolio.

ESSENTIAL FUNCTIONS:

• Provide full administrative support, including phone support, typing reports, filing and distribution of correspondence. Maintain lease and contract files as well as other files located within the property management office. Attend all scheduled Property Management staff and company meetings. Provide support for after hours on-call coverage.
• Promote and foster positive relationships with tenants via regular tenant visits and phone calls. Follow up on tenant service requests when necessary.
• Assist with supervising daily activities of vendors, including janitorial, trash removal, pest control, landscaping, security, events etc.
• Provide administrative support with the bidding process and assist Property Manager in their efforts to ensure compliance with policies and procedures.
• Track and file vendor/contractor contracts and insurance certificates and maintain follow-up system for expirations.
• Assist with transitioning of new and terminating property accounts including utility transfer, vendor set-up, tenant introductions and input of property and lease information.
• As directed by Property Manager, inspect building/property exterior, including common areas, to insure first class appearance of all areas and proper operation of equipment, lighting, etc.
• Monitor and maintain the property maintenance work order system and assist in the preparation of monthly reports on status of tenant work orders.
• Review, prepare and code invoices for property manager's approval.
• Assist with setting up of tenant billing with Accounting and Property Manager including Base Rent, Common Area Expenses, Miscellaneous Charges, and billable work performed for tenants. Research discrepancies in tenant receivable issues and assist Accounting with necessary adjustments, if required.
• Assist with monthly and quarterly management reports as well as annual budget preparation. Assist with reconciling actual Operating Expenses (CAM) for previous year's tenant billings and refund tenants for any over-payment of bill tenants for any deficiency in recovering operating expenses for the property.
• Assist Property Manager as needed on special projects.
• File, fax, scan, copy and distribute lease documents and other correspondence.
• Communicate/correspond with other Property Managers, Landlords/Owners and related parties as directed.
• Provide high quality of customer service, update and maintain tenant contact lists and tenant information manuals. Participates in job specific training, various bank training programs such as customer serviceand complies with BSA, AML and all bank policies and procedures as required.
• Handle miscellaneous assignments as requested by management.

MINIMUM QUALIFICATIONS:

• A self-starting individual with a High School Diploma or G.E.D and
• One year of experience in a financial institution or professional business environment.
• Excellent sales and customer contact skills are required.
• Excellent organizational, interpersonal, and communications skills are required.
• Must be proficient with personal computers including word processing and spreadsheet software.
• Flexibility, professionalism, ability to work in a stressful environment, and accurately perform tasks with numerous interruptions is essential.
• Attention to detail and a high degree of mental concentration are required.

The above statements reflect the general details considered necessary to decide the principal functions of the job identified and shall not be construed as a detailed description of all work requirements that may be inherent in the job.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)