This position’s primary responsibility is to provide administrative and operational support for the efficient running of the management office and assigned commercial properties within a specified portfolio.
ESSENTIAL FUNCTIONS:Receive, respond to and direct incoming phone calls. Greet tenants and third-parties who visit CIM offices in person. Establish and maintain position relationships with tenants, vendors and guests.Receive, open and distribute incoming mail. Manage outgoing correspondence and other mailings.Schedule meetings, events, use of common area conference rooms, etc.Prepares invoices for payment by reviewing, coding and processing all accounts payable in accordance with budget guidelines, scans and inputs into accounting system for payment.Creates and enters work order requests that are received either by phone or e-mail and distributes to appropriate person.Maintains on-site records in compliance with company policies and procedures. Examples include:Certificates of Insurance for both Tenants and VendorsTenant and Vendor FilesCritical date files used to notify management of upcoming dates well in advance of their occurrence.The maintenance function includes tasks inherent in organizing and filingoffice records and reports.Function as day-to-day liaison with third-parties, including tenants, construction contractors, security service, vendors, cleaning contractor and others. Communicate routine needs and respond to third-party requests. Escalate significant issues to management as necessary.Support property management in establishing and maintaining a positive tenant relations program, assuring good public relations and tenant satisfaction programs for CIM by professionally and effectively aiding and assisting tenants with any problems that arise.Assist with coordination of tenant move-ins/move-outs, lease executions/terminations, tenant signage, etc.Maintain an effective program of producing finished copies of all written materials and correspondence. Update directories and address lists such as the emergency call lists for management office personnel, tenants and vendors.Assist property management with preparation of the annual budget and provide on-going support with variance analysis, reporting, etc.Function as liaison between assigned properties and CIM asset managers, leasing representatives, development personnel and other internal parties with business-driven projects, opportunities, questions, etc. Support activities may include but are not limited to:assuring space is in show-ready condition; provide input as leases are negotiated;participate in due-diligence activities as appropriate;gather and analyze financial and statistical data for decision-making.Maintain office supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies and verifying receipt of ordered items. Exercise cost-controls on ordering and use of supplies.Assistance with or make employee business travel arrangements as needed.
EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)Bachelor's Degree requiredOne year of office and clerical experience in a commercial office environment.Experience with policies and procedures related to the efficient and effective running of a property management office for commercial assets including but not limited to, property operations, leasing, development, construction, safety regulations, etc.Must possess a valid state-issued driver’s license.
COMMUNICATION SKILL REQUIREMENTS:Read and interpret documents such as office equipment maintenance and instruction manuals, company policies and procedures documents.Ability to write simple correspondence and/or reports.Ability to effectively present information to tenants, vendors, contractors and other employees of the organization.Ability to read, analyze and interpret lease agreements, financial reports and/or legal documents.Ability to respond to common inquiries or complaints from tenants, regulatory agencies, other areas of the company, and/or members of the business community.
MATHEMATICAL SKILL REQUIREMENTS:Ability to add, subtract, multiply and divide.Ability to compute rate, ratio and percent and to draw and interpret bar graphs.Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume.
REASONING SKILL REQUIREMENTS:Ability to apply common-sense understanding to carry out instructions.Ability to solve practical problems.
TECHNICAL SKILL REQUIREMENTS:MS Office including Excel, Word, PowerPointFamiliar with Nexus Payables or similar software application.Familiar with Yardi or similar software application.
PERFORMANCE METRICS:Accuracy and timeliness of work product.Compliance with company and departmental policies and procedures.