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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
Essential Job Duties:
1. 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.
2. 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
3. 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,
4. Develop and maintain property filing & tracking
systems for reports and documents identified above.
5. Assist Property Managers in the annual budget
preparation and development.
6. 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.
7. Administer vendor, RE Tax and other property
invoices. Date stamp, code/process for Property Manager
review/approval and enter into the accounting system.
8. 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
9. Assist Property Managers in the monthly billing,
periodic tenant billing adjustments (PTAR s) and
subsequent collections of monthly tenant rent and other
10. 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.
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
Proficient in MS Word, MS Excel, E-Mail.
Working knowledge of Internet and Internet Searching
Ability to work independently with minimal
Flexibility to handle changing priorities and
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
Discretion regarding personnel and industry-related
Excellent interpersonal skills.
Attention to detail.
May perform other duties as assigned.
Seeing: Must be able to read reports and use computer
Hearing: Must be able to hear well enough to communicate
Standing / Walking
Climbing / Stooping / Kneeling
Lifting / Pulling /Pushing
Fingering / Grasping / Feeling: Must be able to write,
type and use phone system
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 Grubb Knight Frank is an Equal Opportunity
Req. Code : 4388