Assistant Property Manager

Bradford Allen

Louisville (KY)

On-site

USD 30,000 - 82,800

Full time

14 days+

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Job summary

A national commercial real estate firm is seeking a Tenant Services Coordinator in Louisville, KY. This entry-level position involves communication with tenants and vendors, alongside administrative tasks such as billing and reporting. Candidates should possess a Bachelor’s Degree and have 2+ years of relevant experience. The role offers full-time employment in a team-focused environment.

Qualifications

2 or more years of administrative experience in a professional business environment.
Ability to read and abstract a lease.
Intermediate knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.

Responsibilities

Provide assistance to the Property Manager.
Manage tenant inquiries and work order requests.
Coordinate city mandated fire drills.

Skills

Excellent written and oral communication

Organizational skills

Detail-oriented

Ability to manage multiple projects

Education

Bachelor’s Degree

Tools

Microsoft Office Suite

Property management software

Job description

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Bradford Allen is a Chicago-based, national commercial real estate firm that offers a full array of brokerage services to entrepreneurial, not-for-profit, and corporate business entities. Our realty services team provides strategy, marketing, and transaction execution for occupiers, investors, and owners of commercial real estate. Bradford Allen professionals create flexible solutions through a high level of expertise, persistence, and a singular focus on client objectives. Our integrated services platform includes Tenant Representation, Landlord Representation, Property & Asset Management, Consulting & Advisory Services, and Project & Construction Management.

Bradford Allen professionals create flexible solutions for our clients through their experience, commitment to solving the most difficult problems, persistence, loyalty, hard work, and a singular focus on client objectives.

Position Summary:

The Tenant Services Coordinator is responsible for communication and coordination with tenants, vendors and building staff on site, on a wide range of building issues. The position utilizes established administrative and property operating procedures to handle daily tenant and building services.

Responsibilities:

Provide any needed assistance to Property Manager and/or Accounting Department in accurately preparing and inputting tenant and vendor billings.
Assist Property Manager on collection efforts for tenant receivables.
Assist Property Manager with monthly financial reporting, to include reviewing accruals and preparing monthly narrative.
Manage and administer tenant billback statements with assistance from accounting
Demonstrate ability to review monthly tenant statements for accuracy prior to issuance through rent up process.

Tenant Related:

Understand current and anticipated customer needs, demonstrating professionalism, courtesy, and sensitivity.
Coordinate tenants moving in and vacating.
Familiarize tenants with the building’s rules and procedures and train them on the building’s web-based service request system. Oversee any tenant work order requests from initiation through completion.
Facilitate tenant inquiries regarding monthly invoices, services and lease administration.
Research and respond to requests for information, service or assistance by telephone or by e-mail promptly and thoroughly. Effectively coordinate with others or work independently to resolve or ensure resolution of issues or problems in a timely manner.
Prepare accurate and timely correspondence to tenants as directed by Property Manager.
Coordinate city mandated fire drills as well as administer safety team meetings with all tenant companies. Maintain updated tenant life safety forms including emergency response team lists.
Manage all signage in reference to floor plans, emergency evacuation, tenant logo displays, building logos and visitor assistance signage throughout the property.
Manage and update the building’s and tenant companies’ electrical meters to ensure accurate billing from utility company.
Assist in the leasing for building storage facilities.
Supervise tenant amenities for building, including the Café, Parking Garage, Fitness Center, Lounge and Conference Centers.
Effectively coordinate assigned vendor relationships under Property Manager’s supervision, e g. janitorial and landscaping, including regular contact to promptly identify and resolve issues, managing service levels to meet contract specifications, and participating in and documenting walk-throughs.

Administrative:

General knowledge of property management software MRI, Angus, Avid, Adobe, Microsoft Office, Outlook or similar.
Ability to read and abstract a lease and make changes to the rent roll.
Maintain the electronic filing system.
Possess excellent organizational skills.

Qualifications:

Bachelor’s Degree.
2 or more years of administrative experience in a professional business environment.
Intermediate knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
Exceptional organizational and planning skills.
Excellent written and oral ability; effective communicator and listener.
Ability to manage multiple, sometimes competing projects or activities effectively; to take ownership and be fully accountable for projects and tasks from planning to completion.
Detail-oriented, prompt and accurate with driven follow-up skills.
Ability to manage difficult or emotional client situations effectively.
Ability to exercise sound judgment and demonstrate initiative.
Ability to work effectively in team situations and work cooperatively with other staff.

Seniority level