Administrative Assistant – Property Management

Published
July 8, 2021
Location
Houston, TX
Category
Job Type

Description

A top-tier commercial real estate firm is seeking an Administrative Assistant to join their team in Houston. This role will work onsite in a commercial property management office. This company offers great benefits and room to grow!

Location: Houston, TX (Westchase)

Salary: $50,000-$60,000

Responsibilities:

  • Provide full administrative support including phone support, typing, reports, filing and distribution of correspondence.
  • Schedule and coordinate meetings/special events as requested.
  • Assist in lease administration activities including lease set up, administer lease changes, generate reports, etc.
  • Prepare and coordinate bid proposals and create service contracts.
  • Create and maintain vendor files, both hard copy and electronic.
  • Create and maintain lease and property files.
  • Track and file vendor and tenant insurance certificates. Maintain insurance tracking system database.
  • Assist in the coding and processing of vendor invoices and accounts payable.
  • Promote and foster positive relationships with management team, tenants and owners.
  • Assist with monthly and quarterly management reports as well as annual budget preparation.
  • Prepare A/R status worksheets, initiate late payment calls, reconcile A/R, and follow-up on collections as required.
  • Process service contracts, leases, amendments, exhibits, side letters and general correspondence.
  • Assist in the preparation of financial packages.
  • Computer – set up and maintain tenant, prospect, vendor and general correspondences files.
  • Periodically assist in mass mail-outs requiring addressing, sorting, labeling, and stamping utilizing interoffice, delivery services, and mail systems including bulk mail.
  • Coordinate all necessary staffing for the hours needed.
  • Schedule appointments.
  • Order and maintain adequate stock of office supplies.
  • Greet tenants, prospective tenants, vendors, and guests.
  • Show space to prospective tenants (requires real estate license)
  • Answer questions and/or understanding how to get questions answered.
  • Take messages for leasing agent/property manager.
  • Screen calls and provide information when appropriate.
  • Direct callers to the appropriate parties.
  • Order tenant door plaques and directory strips; maintain property signage.
  • Prepare and distribute tenant move-in packages; order tenant gifts as needed.
  • Maintain parking/building access card records.
  • Invoice tenant rebills (meter readings, HVAC, etc.).
  • Provide administrative support for capital and tenant improvement projects.
  • Additional duties or projects as assigned by Property Manager.
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