Property Management & Leasing Assistant Commodore Realty, Inc. Key Biscayne, FL Job Details Full-time $21 an hour 8 hours ago Benefits Health insurance Dental insurance Tuition reimbursement Vision insurance Qualifications Filing Administrative experience Real estate administrative experience Organizational skills Office experience Full Job Description Job Overview We are seeking a dynamic and detail-oriented Property Management & Leasing Assistant to join our team. This energetic role is vital in supporting property operations, leasing activities, and tenant relations. The ideal candidate will bring a proactive attitude, excellent organizational skills, and a passion for delivering outstanding customer service. Perform administrative duties necessary to make the Property Management Department (initially for the East Coast of Florida) and Leasing Department work seamlessly through excellent organizational skills, communication, attention to detail, and knowledge of the properties and the industry. Duties Prepare correspondence (for individual tenants as well as all tenants), RFP's, Contracts, Service Agreements, default letters, close out packages (lien releases, contractor affidavits, warranties, etc.), and tenant charge backs as needed or as requested by the Property Manager, Facility Managers, or Executive Management.

Property Management & Leasing:

Act as liaison between departments to ensure coordinating efforts. Work with Property Manager and VP of Leasing and Tenant Relations to prepare correspondence regarding Tenant move ins/build outs and Tenant move-outs. This includes, but is not limited to, coordinating utilities being turned into and out of the Tenant's name, preparing Security Deposit Claim letters, following up with tenants throughout buildout process including obtaining sign packages, plans, and finishes packages for Property Management approval. Integrate new tenants (through assignment or new lease) into property and company smoothly by working with accounting and property management. Make sure all leases, associated documents, and other paperwork has been received, completed properly, distributed to the necessary parties (internally and tenants), and filed properly. Collect COI, ACH, tenant contact for new tenants, etc. Prepare lease summaries/update lease summaries as needed. File UCC's on tenant whose leases allow. Must be done within thirty (30) days of tenant opening for business. Turn completed file over to accounting to enter into Yardi. Assist with procedure of tenant move-in and tenant build-outs. i. Work with Tenants to make sure they have realistic expectations and are aware of requirements ahead of time so that they can proceed smoothly. ii. Follow up with Tenants to make sure they fulfill all requirements. iii. Communicate with Property Management, Accounting, and Executive Management to make sure all parties are up to date and working together. iv. Use forms and follow policies and procedures. Assist with special projects. Any other tasks/duties requested by Supervisor.

Leasing Department:

Responsibilities and Duties include, but not limited to: Work with existing tenants to resolve issues and build relations in order to maintain high retention levels at each property. Always remember Tenants are the life blood of our business. Use form documents to prepare 1st draft of lease summaries, subordination agreements, lease assignments, lease amendments, new leases, etc. Redline changes to documents prepared for Supervisor's review. Help collect all underwriting on new tenants: application, financial statement (including back up for each line item- ie bank statements, stock account statement, other), run credit, look up each real estate owned, copy driver's license/social security card for each guarantor, google search business/person, look up each existing location if applicable (pictures/reviews) etc. File all documents in appropriate working or tenant file. Save documents in G drive in appropriate property and folder. Audit tenant files (hard files, G drive, original files) to ensure they are well organized. As needed open additional volumes/file. When preparing RFP's and Contract's, the Property Management Assistant should first gain a general understanding of the project. As directed, the Property Management Assistant must complete research and/or have conversations with potential bidders and/or the professionals chosen for the project and use what is learned from each conversation to complete the RFP or contract. Always use forms for base documents. Upon receipt of multiple proposals for a project, organize the proposals and complete the comparison spreadsheet. Also, to the best of your ability confirm they are all proposals are for the specified scope of work. If you have interacted with the bidders and have an opinion on which purveyor is best for the job, please share it. Receive telephone calls from tenants and patrons regarding any maintenance issues or requests for maintenance. Track service requests made by tenants, their employees, patrons, and purveyors by creating work orders (when applicable do so in English & Spanish). Property Manager will assign the task to the appropriate in-house maintenance technician or outside pre-approved purveyor. Follow-up with each work order issued until completion. Close out work order upon completion. Place calls and follow up with purveyors to obtain quotes for work, clarification on scopes of work, get status updates on progress of work, verify upon completion of work, and obtain invoices/W-9's/close out paperwork. Facilitate communication with the maintenance staff. Translate lists/instructions into Spanish as needed. Research pricing and availability of supplies, obtain quotes when needed, and order/Purchase maintenance, janitorial, or other supplies for company maintenance employees, owners' stock, and hired purveyors as instructed by Property Manager. Review incoming statements, invoices and receipts related to property management and company credit cards. Verify amount correct by comparing to prior bill (recurring invoices) or by comparing to quote. Code each invoice/receipt with the corresponding shopping center and ledger so that Accounting can post the charges and cut payment.

DO NOT APPROVE INVOICES IN QUESTION.

If you have a question, obtain direction/confirmation from the Property Manager or Facilities Manager that the work has been completed in an acceptable manor and they are in accord that the price for the work completed is fair. Assemble maintenance team's timesheets for each payroll. Responsible for updating the Property Management Tracking List and distributing it on a monthly basis to applicable members of Property Management team and Executive Management. Maintain the file system on a daily basis. File documentation in its appropriate file; tenant or working files. Filing must always be in chronological order. Keep purveyor contact list updated at all times. Distribute updated list on a quarterly basis to applicable members of Property Management team and Executive Management. Provide updates to Tenant contact list to Office Administrator within 24 hours of receiving update. Must work on excellent purveyor relations at all times. This will help get future work done more quickly and efficiently. Backup main line phone coverage. Support Property Manager in completion of annual budget.

Pay:

$21.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Health insurance Tuition reimbursement Vision insurance

Work Location:

In person