Property Associate

Estimated total compensation for this position:

$26-27/hour

The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicants education experience skills abilities geographic location internal equity and alignment with market data.

Shift:

Monday through Friday 8am-5pm

ESSENTIAL FUNCTIONS
Management Audit/CEP Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually in the assigned categories. PA has full responsibility for all audit-related requirements in the assigned categories.
Operations Audit Assist FSRE /EHS staff in preparation of annual Operations Audit.
Budget Preparation Assists team members with budget preparation for the property as requested by AGM/GM.
Contract Management PA has full responsibility for all facets of contract management in all assigned contracts this includes however not limited to bidding day-to-day management of service including scheduling and managing monthly meetings.
Back up to TSR when TSR is on PTO.
Lease Abstract primary responsibility to prepare all lease abstracts.
Update and file all documents for Vendors and Customers in electronic files and hard copy if applicable to ensure that contract and lease administration files are accurate and up to date.

ACCOUNTING
Accounts Payables Property Administrator is responsible administrating AP for the property when TSR is on PTO
W-9s responsible for obtaining W-9 forms when TSR is on PTO.
Accounts Receivable Print aged Delinquency report on the designated day each month. PA is responsible for following up with tenants and sending delinquency letters for charges over 30 days old. Report is submitted to Client weekly.
Manual Adjustment Forms PA prepares manual adjustment forms for Tenant Service Request (e.g. requested HVAC over time labor to hang white boards keys). TSR also completes this function.
Electric Consumption Tracking Responsible for ensuring engineers take monthly readings from electric meters for tenants that have supplemental units.
Responsible for monthly accounting accruals and work order reclasses.
Responsible for monthly reporting executive summary and variance report.
Maintains accounts receivable including following up with tenants as necessary on aged delinquency submit to ownership weekly.
Responsible for monthly reporting to include accruals executive summary variance report and compiling final report for Client.

OPERATIONS
Tenant Service Request PA is responsible for daily review of TSRs noting completion times or dates if beyond acceptable limits whether job performed to satisfy TSR etc.
Work with engineering staff to ensure discrepancies and address in next staff meeting.
Service Contracts Draft service contracts as requested by managers within 24-48 hours of the request for review by the manager.
Team Meetings PA is responsible for managing the bimonthly team meetings this includes developing agenda leading the meetings and circulating notes within 24 hours of meeting.
Responsible for weekly building inspections based on developed schedule.
Develop and manage annual operations schedule and review in each team meeting.

TENANT RELATIONS
Customer Service Provide superior customer service to all tenants clients contractors and vendors at all times.
Tenant Meetings Plan agenda for meetings and have approved by Manager (at least 1 per quarter).
Tenant Handbook Review update revise and distribute to tenants.
Tenant Notification Prepare tenant memos and correspondence as directed by Managers regarding building holidays upcoming events as a back up to TSR.
Safety Warden Meetings Work with Security Director and Site EHS / FSRE staff to plan an annual safety warden meeting.
Tenant Move-Ins/Move-Outs coordinate all arrangements notifications and acquire proper authorizations and collect certificate of insurance as necessary.

Coordinate any movement of employee workstations including cubicle / office relocations and equipment within.

Maintain a record of cubicle assignment and update as needed.

EDUCATION AND EXPERIENCE
Bachelors Degree Business or commensurate experience
Minimum 1 3 years in a workplace setting
Commercial Real Estate Experience a Plus

KNOWLEDGE SKILLS AND ABILITIES
Planning and Organizing Establish course of action to accomplish goals and evaluates results develops schedules and task/people assignments can orchestrate multiple activities at once to accomplish goals meet deadlines and use resources effectively and efficiently.
Customer Focus Dedicated to meeting the expectations and requirements of the external and internal customer acts with customer in mind establishes and maintains effective relationships with customers and gains their trust and respect.
Dealing with Ambiguity Can effectively cope with change can shift gears comfortably can decide and act without having the total picture can comfortably handle risk and uncertainty.
Interpersonal Savvy Relates well to professionals both inside and outside the organization uses diplomacy and tact.
Learning on the Fly Learn quickly when facing new problems open to change quickly grasps the essence and underlying structure of anything enjoy the challenge of unfamiliar tasks.
Self-Starter Able to start and complete projects independently.
Time Management Use time effectively and efficiently can attend to a broader range of activities gets more done in less time than others.
Written/Oral communications Ability to speak and write clearly and concisely get messages across that have the desired effect.
Attention to Detail Thorough in accomplishing a task with concern for all the areas involved no matter how small will not overlook what needs to be done and can be depended upon to do each task accurately and completely.
Microsoft Office proficiency