Property Assistant

Newmark Group; Oakland, Northern (CA, KY); Hybrid; USD 60,000 - 70,000; Full time

Benefits offered by this job

Industry leading parental leave

Generous healthcare

Back-up care program

Generous paid time off

Education reimbursement

Referral program

Networking opportunities

Job summary

Newmark Group is seeking an experienced administrator to support a team of Property Managers in all administrative aspects of property management and reporting. You will be the lead contact for tenant service requests and will help compile monthly financial and operational reports for a portfolio of investment and corporate properties.

You will also assist in budget preparation, maintain filing systems, and ensure timely processing of invoices and service records.

Qualifications

• Bachelor’s Degree or GED with 3–4 years related experience, preferably in real estate.
• Proficient in MS Word, MS Excel, and Email.
• Working knowledge of Internet and Internet searching techniques.
• Ability to work independently with minimal supervision.
• Flexibility to handle changing priorities and projects.
• Strong proofreading and editing skills and excellent communication.
• Broker or salesman license as required for property management in the state(s) where business is conducted.

Responsibilities

• Ensure financial controls and processes for all expenditures; help develop programs as needed.
• Coordinate property-related documents and monthly/periodic reports.
• Handle tenant service requests and maintain professional image for callers.
• Prepare and update reports and documents (Lease Abstracts, Vendor Certificates, Invoices, Service Records).
• Develop and maintain property filing and tracking systems.
• Assist in annual budget preparation and development.
• Administer and print property accounting reports (A/R, Check Register, Variance, GL, Rent Roll).
• Coordinate vendor invoices and property-related payments in the accounting system.
• Organize meetings and prepare materials for attendees.
• Assist monthly tenant billing and collections of rent and receivables.
• Oversee mail, copying, and supplies; coordinate equipment maintenance.
• May perform other duties as assigned.

Skills

Independent work

Prioritization

Attention to detail

Proofreading

Interpersonal skills

Discretion

Communication skills

Education

Bachelor’s Degree or GED

Tools

MS Word

MS Excel

Email

Internet search

Job description

JOBDESCRIPTION:

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,EDUCATIONANDEXPERIENCE:

• 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.

Salary Range Language:

The expected base salary for this position ranges from $60,000 to $70,000 annually. The actual base salary will be determined on an individualized basis taking into account a wide range of factors including, but not limited to, relevant skills, experience, education, and, where applicable, licenses or certifications held.In addition to base salary and a competitive benefits package (including health, vision, and dental insurance, paid time off and a 401(k) retirement plan with employer matching), this position may be eligible for additional types of compensation including discretionary bonuses and other short- and long-term incentives (e.g., deferred cash, equity, etc.).

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