The Administrative Assistant will work closely with the Director Property Management and assist in the management of current and future medical and commercial office buildings as well as special projects.
-Processes PO requests from 3rd party managers. Once approved, logs the request in the PO folders, assigns a number, maintains filling, and returns the completed copy to the 3rd party manager. For self managed buildings, completes the PO form once proposal is approved and follows the same workflow as described above.
-Follows up with the new and existing vendors for certificates of insurance w-9 forms as part of the company’s vendor COI compliance and tracking requirements
-Completes service contract forms, gets signatures from all parties and maintains files
-For self managed buildings, assist property managers in contacting vendors for service issues and follows up or requests proposals for repairs
-contacts vendors with issues/ questions on invoices
-Tracks inspections HV AC, fire/ life, safety, elevators, etc. to ensure they are all scheduled timely and all reports received and filed. Forwards information to tenants as required
-Assist with gathering and assembling materials for TI draw packages
-Works with vendors on warranty and utility transfers and maintains updated spreadsheets and files for all transfers and service agreements
-Uses vendor bidding templates to assist in drafting and submitting RFPs as part of bidding process
-Assists in third party inspection reports and helps identify timing of the work and status with the property managers
–High school diploma or Bachelors degree
-Ability to travel between assigned company owned properties as needed
-MS Office & property management software programs such as Yardi