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Acres Companies

Property Management Assistant

Asset Services – Salt Lake City, Utah
Department Asset Services
Employment Type Full-time
Minimum Experience Mid-level
Compensation $18-21 hourly DOE

Property Management Assistant
Job Description 

Purpose of Position:  Increase the efficiency of the Newmark Grubb ACRES Asset Services team by assisting the Property Managers with their duties as required, monitoring and ensuring that required documentation is on hand and promoting increased communication among all members of Asset Services. 

Key Responsibilities:

  • Establish and maintain a professional decorum within the Company
  • Proactively look for ways to improve the Company and make recommendations
  • Keep open communication at all times with Property Managers, Facility Services and Director of PM
  • Assist with tenant and vendor customer service
  • Provide excellent customer service to tenants, vendors, Property Managers and all other stakeholders
  • Track tenant complaints/issues
  • Follow up with tenant and vendor requests on a timely basis insuring their needs are met and that any work is satisfactory.
  • Run, review and distribute various weekly, monthly and annual customer service reports for Property Managers.
  • Improve processes and procedures through organization and consolidation
  • Assist PM’s as needed with various tasks
  • Communicate with tenants on outstanding accounts receivable balances and prepare aging analysis reports.
  • Assist in preparing monthly reporting packages.
  • Code and enter vendor invoices into accounting system.
  • Assist with the preparation of monthly and quarterly Owner reports
  • Assists with preparation of the annual budget and mid-year reforecasts
  • Assist with the preparation of the annual operating expense reconciliation
  • Prepare and distribute all documentation with respect to rent adjustments, escalations, and direct tenant expenses
  • Ensure property adherence to lease agreements and record keeping/billing by accounting
  • Assist PM Accounting Dept. as needed
  • Become familiar with all properties in PM portfolio
  • Set up, organize and maintain all property files, including tenant leases, vendor contracts, site agreements and all other required documentation.
  • Keep all tenant and vendor contact lists current and distribute to the Property Managers and Facility Services (FS).
  • Maintain accurate and current Certificates of Insurance for all vendors, tenants and clients
  • Draft Vendor Contracts according to PM directions
  • Establish solid working relationship with building engineers and/or the FS department.
  • Generate and dispatch work-orders to the appropriate FS technicians or outside vendors as necessary.
  • Keep and track necessary Vendor Contracts for properties
  • Knowledge of Vendor types and commonly used vendors
  • Prepare and distribute general client correspondence.
  • Be willing to travel to various property locations. 

Qualifications:

  • High School Diploma and 1 year administrative work experience
  • Mid-level to advanced knowledge of Microsoft Office Suite
  • Able to operate typical office equipment
  • Organized, efficient, and able to multi-task with interruptions
  • Professional etiquette and willing attitude
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  • Location
    Salt Lake City, Utah
  • Department
    Asset Services
  • Employment Type
    Full-time
  • Minimum Experience
    Mid-level
  • Compensation
    $18-21 hourly DOE
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