Property Assistant

Newmark; Roseville (CA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Industry leading parental leave

Generous healthcare

Back-up care program

Paid time off

Education reimbursement

Referral Program

Networking opportunities

Job summary

Newmark Group, Inc. is seeking an experienced administrative support professional to assist a team of Property Managers with all administrative tasks and reporting.

You will serve as the first point of contact for tenant service requests and help compile monthly operational, administrative, and financial reports. The role requires creating and maintaining filing systems, supporting budget preparation, and processing vendor invoices and service records.

Qualifications

• Bachelor’s Degree or High School Diploma/General Education Degree (GED) with 3–4 years of related experience, preferably in real estate.
• Proficient in MS Word, MS Excel, and E-Mail.
• Working knowledge of internet search techniques.
• Ability to work independently with minimal supervision.
• Flexibility to handle changing priorities and projects.
• Strong proofreading and editing skills.
• Excellent interpersonal and communication skills.

Responsibilities

• Provide administrative support to a team of Property Managers across property administration and reporting.
• Serve as the first point of contact for tenant/customer service requests for a portfolio of properties.
• Assist in preparing monthly and other periodic property operation, administrative, and financial reports.
• Develop and maintain property filing and tracking systems for reports and documents.
• Assist in annual budget preparation and related activities.
• Process property accounting reports (A/R, Check Register, Variance Report, GL, Rent Roll) as needed.
• Coordinate with managers on lease abstracts, vendor documents, invoices, and service records.
• Schedule meetings, organize materials, and interact with attendees; coordinate with vendors for repairs and services.
• Support monthly billing and collections of tenant rent and receivables.

Skills

MS Word

MS Excel

E-mail

Internet search techniques

Independent work

Attention to detail

Communication

Interpersonal skills

Discretion

Real estate knowledge

Education

Bachelor’s Degree or High School Diploma/GED

Job description

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, operate d 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