PROPERTY ASSISTANT
We're looking for a rock star Property Assistant who loves customer service and is openminded! This position acts as tenant liaison and assists with the management of the property in accordance with company policies, procedures, and standards. This position will develop knowledge and skills in the areas of tenant relations, accounts receivables, accounts payable, and assistance with physical facilities management. This is an entry-level position that will office near Victory Park and Deep Ellum.
ESSENTIAL FUNCTIONS
- Assist with the field activities associated with a property or group of properties
- Work with vendors (landscaping, janitorial, etc.) on day-to-day activities and special assignments
- Field, track and respond to tenant service requests in reporting software. Maintains work order system and ensures completed work orders are closed out.
- Tenant coordination and retention lead.
- Schedule building activities as requested; including move-ins/move-outs, fire drills, tenant events, etc.
- Maintain Google calendars (ie: Food Truck calendar, Events calendar, On-Call Engineer, Conference Room, Security, etc.).
- Maintains security access card system (building access system) including Access Card Assignments
- Assists with coordinating tenant move ins/outs. Assists in maintaining move in/out procedures.
- Maintain virtual lease and project files
- Maintain on-site lease and project files
- Assists in maintaining Building Manual including Lease lists, floor plates, site plan, structural information, building standards, system instructions, fire plans, emergency evacuation plans, tenant contact lists, etc.
- Assists in maintaining tenant welcome packet
- Assist with the preparation of weekly asset management reports
- Track Certificates of Insurance for Tenants and Vendors and ensure certificates are up to date – Oversees MyCOI
- Assists in preparing Lease Commencement letters for each new lease and lease amendments
- Assist in preparing and submitting Tenant Rental Coupons; Operating Expense Escalation letters and Operating Expense Reconciliation letters for each tenant
- Updates all parking and access control cards for Properties and Tenants
- Generate system Aged Receivables report to track and report aged items.
- Conduct initial rent collection emails
- Prepare and maintain submeter billing spreadsheet
- Prepare tenant bill backs for utilities, etc.
- Works with Assistant Property Manager in preparing invoices for tenant and Accounting delivery.
EDUCATION AND EXPERIENCE
- High School Diploma
- Proficient in Excel / Microsoft Office Suite
- Computer literacy and ability to learn new software
- Excellent customer service skills
- Strong and effective verbal and written communication skills
- Ability to see assigned projects to completion with little supervision and/or to maintain assigned projects independently
The above-referenced position summary is a guideline designed to prevent an overview of job duties and is not intended to be a comprehensive list of responsibilities and requirements.
BENEFITS
- 100% Health insurance covered by the company
- Dental insurance offered
- 4 weeks PTO
- 401k and match
- Parental leave
- Company cell phone provided
- Bonus
- Competitive pay
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Required to sit for long periods of time.
- Required to lift files (up to 15 pounds), open filing cabinets and bend or stand as necessary.
- Usual office working conditions. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets
- The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
WHO WE ARE
Cielo Property Group is dedicated to using real estate as a force for good through property development, investment, and management. Founded in 2010 and rooted in Austin, Cielo has acquired or developed more than 1.62 million square feet of commercial real estate assets in Texas. Cielo is uniquely and squarely focused on partnerships, internally and externally, which result in a win-win.