Corporate Office Properties Trust

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Property Assistant

at Corporate Office Properties Trust

Posted: 7/20/2020
Job Status: Full Time
Job Reference #: ffc3bd7b-95b8-4374-88e5-5f8fbfe7c96f
Keywords: office

Job Description

POSITION SUMMARY:

Provide support services to property management and field personnel including:  telephone support; invoice processing and monitoring; word processing; maintaining system of contractor and tenant information; contract document preparation and monitoring; coordinating tenant request for services; and maintaining filing system.  Assist Property Managers with tenant move in/move out.

ESSENTIAL FUNCTIONS:

1. Administrative Support -

  • Provide administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed.
  • Assist in ordering uniforms and provides technology support.
  • Order office supplies and plans office events. 
  • Maintain office equipment and equipment service agreements.
  • Maintain lease files and other files as necessary. 
  • Administer the automated work order system and train new engineers on using the software as necessary.

2. Tenant Relations -

  • Provide customer service to tenants by receiving tenant calls and coordinating requests for services. 
  • Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination. 
  • Provides emergency and safety information to tenants. 
  • Coordinate the scheduling of evacuation drills, etc. 
  • Prepare proposals and invoices for additional services and utilities.   
  • Coordinate with Property Manager and vendor to plan tenant events. 
  • Coordinate security access information requests and emergency contacts lists. 
  • Activate/deactivate property access cards.

3. OPERATIONS -

  • Coordinate with Property Managers and building personnel for tenant move in/move out. 
  • Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out. 
  • Generate tenant “welcome” letter, handbook and appropriate welcome gift. 
  • Coordinate with Property Manager for purchase of tenant signage (lobby, suite and building) in accordance with building specifications.  

4. SERVICE CONTRACTS -

  • Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact. 
  • Maintain tickler file for service contract expirations. 
  • Maintain up-to-date approved service contract list. 
  • Submit insurance claims to company.

5. ACCOUNTING -

  • Monitor and accurately codes invoices in the accounting system in a timely manner in accordance with company guidelines. 
  • Research invoices and follow-up with vendors as needed. 

SECONDARY RESPONSIBILITIES:

  • Maintain property information to include (at a minimum) license agreements, vendor/contractor list, emergency procedures, equipment list, inventory list and personnel list.
  • Assist in budget preparation.
  • Perform other job related duties as assigned.

QUALIFICATIONS:

  •  High School Diploma or equivalent.
  • Minimum of 2 years of administrative experience.
  • PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.
  • Ability to adapt to new or changing software programs.
  • Familiarity using graphics presentation programs preferred.
  • Exceptional organizational skills.
  • Ability to type a 55 WPM accurately.
  • Exceptional interpersonal and customer service abilities.
  • Strong verbal and written skills preferred.
  • May be required to carry and maintain appropriate government credentials.