Assistant, Property

Cantor Fitzgerald; Buffalo (AL); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Industry leading Parental Leave Policy

Healthcare

Bright Horizons back-up care program

Generous paid time off

Education reimbursement

Referral Program

Networking opportunities

Job summary

Newmark Group, Inc. in the United States seeks an organized Property Administrative Assistant to support a team of property managers across a portfolio of investment and corporate properties.

You will handle administrative duties, coordinate tenant service requests and assist in monthly reporting. Ideal candidates have a Bachelor’s Degree or GED with 3–4 years in real estate, strong MS Word/Excel and excellent communication, proofreading and organizational skills.

Qualifications

• Bachelor’s Degree or GED and 3-4 years real estate experience.
• Proficient in MS Word, MS Excel, Email.
• Working knowledge of Internet searching.
• Ability to work independently with minimal supervision.
• Flexibility to handle changing priorities and projects.
• Attention to detail and timely completion of tasks.
• Strong proofreading and editing skills.
• Strong business vocabulary, grammar and communication.
• Discretion regarding personnel and industry-related matters.
• Excellent interpersonal skills.
• Broker or salesman license as required for property management.

Responsibilities

• Ensure financial controls and processes for expenditures.
• Coordinate property documents administration using spreadsheets and word processing.
• Coordinate tenant service requests and follow up.
• Compile information and update reports: Lease Abstracts, Vendor Certificates, Invoices, etc.
• Develop and maintain property filing & tracking systems.
• Assist in annual budget preparation.
• Print and review property accounting reports.
• Administer and process invoices and property tax entries.
• Organize meetings and prepare materials.
• Assist monthly tenant billing and collections.
• Oversee mail, supplies and office equipment.

Skills

MS Word

MS Excel

Email

Independent work

Attention to detail

Communication skills

Interpersonal skills

Discretion

Proofreading

Broker license

Education

Bachelor’s Degree or GED

Tools

Spreadsheets

Word processing

Dictaphone transcription

Job description

Newmark Group, Inc. (Nasdaq: NMRK), together with its subsidiaries(“Newmark”), is a world leader in commercial real estate, seamlessly powering every phase of the property life cycle. Newmark’s comprehensive suite of services and products is uniquely tailored to each client, from owners to occupiers, investors to founders, and startups to blue-chip companies. Combining the platform’s global reach with market intelligence in both established and emerging property markets, Newmark provides superior service to clients across the industry spectrum. For the year ended December 31, 2023, Newmark generated revenues of approximately $2.5 billion. As of March 31, 2024, Newmark’s company-owned offices, together with its business partners, operated from approximately 170 offices with 7,600 professionals around the world. To learn more, visit nmrk.com or follow @newmark.

JOB DESCRIPTION:

Provide assistance to a team of Property Managers in all administrative aspects of property management administration and reporting. Lead member and first (telephone) response for tenant/customer service requests serving a portfolio of investment and corporate properties. Compile, and assist in the preparation of, various monthly (and other periodic) property operational, administrative and financial reports. Administrative duties require broad experience, skill and knowledge of organization policies and practices for a specific group or individual. Analysis and determination of information requests and follow-up. May directly assist in budget preparation and control activities.

ESSENTIAL DUTIES:

• Ensure financial controls and business processes are in place relative to processing, monitoring, analyzing and reporting all expenditures. Where lacking, assist in developing programs to support the business needs.
• Coordinate with Property Managers in property-related documents administration - memoranda, letters, monthly reports, proposals, and other projects from draft using company software packages such as spreadsheets, word processing and graphics. Create transcription from Dictaphone. Ensure timeliness and accuracy of documents.
• Coordinate tenant service requests pertaining to property operations and administration. Maintain a professional image to internal and external callers. Delegate calls to property service technicians and follow up with tenant and/or property manager as required.
• Compile information, prepare and update reports or process other documents as required: Lease Abstracts, Vendor Insurance Certificates, Vendor Service Agreements, Vendor Invoices and Service Records, Property Emergency Call Lists, Tenant Contact Lists, etc.
• Develop and maintain property filing & tracking systems for reports and documents identified above.
• Assist Property Managers in the annual budget preparation and development.
• Administer and print various property accounting reports (as produced by the company’s accounting software) for Property Manager review or compilation in the property monthly (or other periodic) reports – Accounts Receivable, Check Register, Variance Report, General Ledger, Rent Roll, etc.
• Administer vendor, RE Tax and other property invoices. Date stamp, code/process for Property Manager review/approval and enter into the accounting system.
• Organization and scheduling of meetings. Prepare/organize items in relation to meetings, including but not limited to, site reservation, preparation of necessary materials, interaction with attendees, etc.
• Assist Property Managers in the monthly billing, periodic tenant billing adjustments (PTAR’s) and subsequent collections of monthly tenant rent and other tenant receivables.
• Oversee copying, faxing and mail distribution within designated area. Monitor and order general office supplies as needed. Ensure assigned office equipment is adequately maintained and secure. Contact and coordinate with vendors to service or repair equipment.
• May perform other duties as assigned.

SKILLS, EDUCATION AND EXPERIENCE:

• Bachelor’s Degree or High School Diploma/General Education Degree (GED) and a Minimum 3-4 years previous related experience preferably in a Real Estate Background.
• Proficient in MS Word, MS Excel, E-Mail.
• Working knowledge of Internet and Internet Searching Techniques.
• Ability to work independently with minimal supervision.
• Flexibility to handle changing priorities and projects.
• Ability to prioritize workload with an attention to detail and willingness to complete projects in a timely and efficient manner.
• Strong proofreading and editing skills.
• Strong business vocabulary, grammar, and effective communication skills.
• Discretion regarding personnel and industry-related matters.
• Excellent interpersonal skills.
• Attention to detail.
• Broker or salesman license as required for property management in the state/s where business is transacted.

BENEFITS AND PERKS:

• Industry leading Parental Leave Policy (up to 16 weeks)
• Generous healthcare
• Bright Horizons back-up care program
• Generous paid time off
• Education reimbursement
• Referral Program
• Opportunities to network and connect.

WORKING CONDITIONS:

Normal working conditions with the absence of disagreeable elements

NOTE

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

• Minimum of 8 years’ experience in property operations.
• Knowledge in all aspects of business including leasing and construction management.
• Must have been responsible for a portfolio of three or more projects with direct reports.
• Valid real estate license in States that require it.
• May perform other duties as assigned

Working Conditions

Normal working conditions with the absence of disagreeable elements

Note

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law