Job Description

POSITION / PURPOSE :

This position will play a central part in keeping the business operations and activities organized, on track and moving forward. The Management Asst., Property Management handles the routine and daily work of the Property Management team and interfaces with property teams, other corporate disciplines, and clients to assist the EVP, Property Management.

PRINCIPAL JOB ACTIVITIES:

• Provide prompt and efficient executive level administrative support for the Property Management department.
• Performs a variety of administrative tasks for property management office including phone support, drafting and distribution of correspondence, expense reporting, calendar maintenance and scheduling, coordination of meetings, filing, and copying.
• Maintains and disseminates reporting data including budget variance analysis, capital tracking, sales performance occupancy and traffic counts.
• Reviews submittals for tenant allowances and capital expenditure requests for compliance with management agreements and lease documents prior to submittal.
• Maintains property and administrative files in Filestar database.
• Prepares reports by collecting, analyzing, and summarizing data and trends.
• Direct management and execution of annual Property Management conference.
• Subject matter expert regarding facilities programs & processes.
• Leads ESG committee and its initiatives.
• Make updates and improvements to the property management manuals and SOPs.
• Collaborate with the National Director of Operations on vendor management for operating platforms (RES and ENGIE), assist with contract discussions and reviews, onboard teams, and serve as a point of contact for our teams, in addition to regular meetings with the vendors to discuss updates and other relevant matters.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

REQUIREMENTS:

• Proficiency in MS Office Programs (Outlook, Word, Excel) & Yardi
• Organizational/multi-tasking skills: allocates time effectively, works well under pressure and meets tight deadlines; handles multiple demands and competing priorities and prioritizes workload; works at a detailed level; willing to learn in a dynamic environment that includes new ideas and change.
• Ability to operate efficiently, independently and to seek constant improvement in achieving team goals.
• Project management, communication skills
• Proven superior interpersonal, relationship, and leadership skills.
• Self-starter with strong analytical skills.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• The employee must occasionally lift and /or move up to 30 pounds.
• While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; talk and hear. The employee is regularly required to sit. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.
• Work is performed in an office environment and requires the ability to operate standard office equipment including computer, scanner, printer, and keyboard/mouse.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal and expansive reading.

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