Property Assistant - Colliers International

Santa Clara, Ca

Purpose
The Property Assistant (PA) is charged with providing support for both the
Assistant Property Manager (APM) and the Property Manager (PM) in the
day-to-day implementation of those policies, procedures and programs that
will assure a well managed, well maintained building, placing maximum
emphasis on positive response to the concerns and needs of the tenants,
environmental health and safety, and quality programs, in coordination and
conjunction with the Owner's goals and objectives.

Scope
Operational Management
The PA will handle responses to tenant (customer) requests and/or
maintenance issues and will strive to maintain favorable landlord/customer
relations. The PA will schedule service requests with appropriate vendors
and monitor and follow up s to ensure requests are properly completed. The
PA will act as liaison with the. The PA will assist the APM and PM with the
maintenance of a tenant database for the fire, life safety and other safety
programs and will help coordinate the implementation of same. The PA will
assist the APM and PM with other duties that are appropriate for managing
property operations such as tenant move-ins/outs, insurance certificate
management for both tenant and vendors, and office supply management.

File Maintenance
The PA is charged with the maintenance and orderly filing of the tenant
files, service contract files, insurance certification files and other hard
copy and soft copy documentation necessary for operation of the property.

Tenant Relations
The PA will assist the APM and the PM in promptly responding to requests
from building tenants. The PA will also assist in tenant event
coordination, handling, building holiday notifications, promotional
activities and other coordinated activities that will maintain cooperative
relationships between the management team and its customers.

Personal Development
The PA is expected to be knowledgeable of (but not limited to), the
following aspects of Property Management: Tenant Relations, Security/Risk
Management, Emergency Procedures, Insurance Certificate Management, Tenant
Move-ins/outs & Contractor coordination.

ESSENTIAL JOB DUTIES:

• Handle responses to customer requests and or maintenance issues;
  establish and maintain favorable landlord/customer relations. Monitor
  service requests to ensure problems are property resolved, responded to in a
  timely manner, and billed back to the customer when applicable.
• Review late fee report sent by accountant on monthly basis, and
  customer's lease for late charge calculations and coordinate with accounant
  and property manager on applying late charges to accounts.
• Follow up and expedite collection of all accounts receivable as
  necessary, working with the Property Manager on any problems.
• Review charges with customer when invoice is in dispute. Work with
  Accountant on necessary adjustments if required.
• Complete and process accounting forms as required (i.e. expense
  process, TI jobs). Review accounts payable invoices, code, have PM review
  and approve and forward to accounting team on weekly basis.
• Assist Property Manager with budget preparation (annually),
  re-forcasting budgets, escalations and variance reports (monthly/Quarterly)
  Property Inspections Reports and other reporting packages.
• Maintain updated rent rolls, accruals/reclasses and expense
  distribution reports.. Review for accuracy monthly.
• Maintain TI and Capital Improvement summaries and files. Track and
  confirm all contract and lien releases and W-9s are exchanged. Coordinate
  all Capital Procedures through DDI specialized for this account.
• Assist Property Manager with negotiating, preparation and
  maintenance of standard service contracts. Include annual bidding process
  and update service contracts on an annual basis.
• Maintain a working knowledge of lease agreements and administration
  of related documents. Input Lease information (Lease Abstract) in Yardi and
  prepare Lease packages to be sent to Lease Administrator for Asset Manager's
  signature.
• Coordinate moves of customers in and out of building ensuring
  appropriate documentation is completed and ensuring a smooth transition.
  Move in/ Out Inspections and scheduling of re-key with locksmith.
• Understand and assist Property Manager with execution of emergency
  and evacuation procedures notifying appropriate personnel as necessary.
• Knowledge of MRI/Yardi or specific property accounting software and
  ability to run reports, review accounts, inputting leases, terminations and
  modifications as needed on a regular basis. In addition software to be used
  will be Kardin and DDI for Capital Expenditures.
• Responsible for stamping, coding all incoming mail on a daily basis
• Any other duties as assigned.

Summary
In the execution of the responsibilities, the PA is held accountable for
his/her independent action(s), within the guidelines of the Position
Description, Property Operating Budget, with primary emphasis on visible,
hands-on management of the properties.

The PA may need to make use of their personal vehicle for work related
duties; therefore, the Property Assistant shall maintain a current driver's
license in the state of employment and shall maintain appropriate insurance
at all times.

Requirements:
2+ Years of Experience, Preferred

How to Apply:
Please send resumes and coverletters with Salary Requirements to: bbarlow@colliersparrish.com