SUMMARY: This role organizes data and documents related to the Commercial Portfolio.
This includes but may not be limited to obtaining, preparing, reviewing, logging and filing various documentation related to commercial leases and properties.
DUTIES AND RESPONSIBILITIES
Provide administrative support, including phone support, typing reports, filing and distribution of correspondence
Schedule and coordinate meetings, site visits, inspections and appraisals as requested
Assist in lease administration activities, including tenant contact and insurance information, receipting rent payments, tracking delinquencies, resolving tenant complaints, enforcing tenant leases and the rules of occupancy, drafting legal documents, inspecting buildings and ordering repair
Prepare and coordinate bid proposals, service contracts and approve invoices for Director approval and assist Director in their efforts to ensure compliance with policies and procedures
Ensure prompt and accurate completion of leases, contracts and certificates of insurance information in property management software
Track and file leases, contracts and insurance certificates; maintain follow-up system for expirations
Review delinquent collections, prepare demand letters, notices, invoice reports and evictions
Monitor and maintain the property maintenance work order system and prepare weekly reports for Director and Facilities Manager on status of tenant work orders and tenant billbacks
Maintain follow-up system for compliance of lease and contract files including expirations
Promote and foster positive relationships with building owners, tenants, vendors and clients
Assist with monthly and quarterly management reports as well as annual CAM/budget preparation
Process tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval
Assist in managing properties to ensure high value for all stakeholders in the properties
Assist in any other duties assigned
KEY COMPETENCIES
Communication Proficiency (oral and written)
Customer Focus (internal and external)
Organization Skills
Interpersonal Skills
Initiative
Multi-tasking
IMPORTANT EDUCATION
High school diploma/GED equivalent
IMPORTANT EXPERIENCE
Customer service experience preferred
Previous property management experience preferred
Appfolio Property Manager Software preferred
General ledger experience
Strong attention to detail and accuracy
Strong communication skills
Proficiency in Microsoft Office Suite
Ability to give and take direction and to interface with decision makers in a professional manner and maintain confidential information
The above is intended to describe the general content of and requirements for the performance of this job.
It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bear Real Estate Group is proud to be an Equal Employment Opportunity and Affirmative Action employer.
We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.
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