Job description
Job Summary:
We are actively seeking a professional, hardworking and organized team player for a full-time position as an assistant who performs property (facilities) management and office duties.
Only candidates who have performed property maintenance as part of a prior job should apply. Working for a hotel or doing book keeping for a property management company does not qualify as experience. We need someone whose prior job involved personal inspection of property or buildings (commercial or vacant apartment units).
Additionally, the candidate must be based in the Tri-Cities, WA. Some on-call duty or responding to emergencies is required so close proximity to the Pasco area is required.
The candidate must have a strong background in administrative tasks and project management, with the ability to coordinate various aspects of property management efficiently. Property (facility) management experience is a required skill. Qualified candidates must be able to work alone in an office and be a positive self-starter.
MUST HAVE:
· 5+ year of property management (facilities management)
· Prior experience running the day-to-day office operations and assist with project management (produce, track and manage the contract process for both owner agreements and subcontractor agreements) with a sense of urgency to ensure that contracts get executed promptly
· Experience in dealing with the city for permits for new construction or remodels and understand the ramifications and requirements of contracts.
· Managing showings, pre-inspections, move-ins, vacancies and renewals
· Understand and work with the real estate broker to actively market the property
· Coordinate Maintenance, co-manage client requests, set up preventive maintenance (PM) schedule and remodels to ensure the property is in good repair and high quality
· Inspect buildings and work with vendors to boost leasing and customer satisfaction
· Vendor, utility management and coordination
· Excellent written and verbal skills
· Associate degree or two (2) years of college required (related experience may be substituted)
· Proficient in Microsoft Office Suite with a working knowledge of google documents
· Knowledge of general office procedures, and record management procedures
· Skills in operating office equipment
· Ability to remain flexible as priorities change
· Ability to work with all types of people in a professional and courteous manner
· Experience with virtual software such as Zoom, Microsoft Teams
· Strong organizational skills with attention to detail
· Excellent phone etiquette and communication skills
· Proficiency in clerical tasks such as proofreading and data entry
The job entails office work as well as project coordination and property management/oversight of new and existing commercial facilities. We are a small established 25+ year business that needs someone who can learn fast, adapt and help coordinate new projects, schedules, travel and oversee existing property projects. This position will require the individual to work independently and often alone at the office. We offer medical and retirement benefits. We are a drug free workplace committed to ensuring a safe working environment for all our employees with a random drug testing policy in place.
- Salary is commensurate with experience based on a candidate's specific criteria, like experience, skills, education and training.
Duties:
· Oversight of new construction and existing building(s) and facilities
· Marketing and tracking new project(s)
· In-office coordination and computer work
· Work with external agencies and/or vendors
· Emails and other communications to city, vendors, owners, and others
· Property management and coordination
· Other tasks as assigned or as needed (sometimes on weekends or after hours) so flexibility is required
· Frequent inspections of buildings and property on inside and outside for leaks, malfunctioning lights, weed accumulation or landscape maintenance issues, other structural maintenance issues, foundation/wall/ceiling cracks, heating/cooling issues etc. and coordination of maintenance jobs.
· Submit and Reconcile expense reports
· Keep track of vendor bills and estimates and help with negotiation between vendors
· Confidentially handle sensitive information
· Help manage appointment schedules and calendars
· Assist in making travel arrangements and keep track of receipts to submit for reimbursement
· Help research options and rout correspondence, draft letters and documents (for approval), collect and analyze information as asked.
· Produce accurate information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics in the company format of year-month-date
· Prepare meeting agendas, attend meetings to take notes and write minutes
· Keep accurate records on current and future projects, vendor contacts and communications
· Flexible to travel on short notice to different locations
· Organize and research prices for subscriptions and renewals for licenses, trade journals, vendor work, etc.
· Troubleshoot simple problems on security systems, telephone issues, internet etc. and escalate to IT team to solve the problem before it becomes an issue
· Utilize photocopiers, printers, computers and be adept with word processing, spreadsheet creation etc.
· Will need to work with files in Microsoft 365 products (e.g. MS Excel, MS Word, Outlook), schedule video calls (e.g. Zoom, Teams, etc.), use scanner technology and computer systems. Familiarity with Mac based systems is a plus.
· Utilize online and other resources to sell or disperse used equipment or products
· Run various errands as needed
· Assist with function planning for lunches, dinners, strategic meetings
· Reply to email, telephone, or face-to-face inquiries
· Develop and update administrative systems in line with company policy to make them more efficient
· Resolve administrative problems
· Receive, sort, and distribute the mail
· Answer telephone calls and contractor questions and pass them on to owners
· Manage staff appointments
· Maintain up-to-date employee records
· Coordinate repairs to office equipment, office(s), and other systems
· Greet and assist visitors to the office
· Photocopy and print out documents on behalf of other colleagues
· Provide polite and professional communication
· Implement clerical duties and administrative processes
· Conduct data entry
Qualifications:
- Proven experience in property/project management and related administrative roles
- Strong organizational skills with attention to detail
- Excellent phone etiquette and communication skills
- Proficiency in clerical tasks such as proofreading and data entry
- Familiarity with Office Suite for document management
Nice to have:
- Experience in overseeing construction projects or building maintenance.
Working Conditions:
Essential physical requirements, such as climbing, standing, stooping or typing is required for satisfactory job performance. Medium lifting to 50 pounds to be able to bring deliveries inside. Ability to accommodate change in work schedule as needs arise. Ability to handle visits to construction sites which could include loud noises or extreme heat/cold. Evolving business models such as new tenant needs can affect essential functions.
The Administrative Assistant duties will require the ability to remain in a stationary position 50% or more of the time working on computers and answering phones. The person will need to occasionally move about inside the office to access file cabinets, office machinery, etc. as well as constantly operate a computer and other office productivity machinery such as a calculator, copy machine and computer printer. The job also requires the employee to constantly position self to maintain files in file cabinets and move boxes across the office for various needs.
The Property Management duties require walking on construction sites with uneven surfaces, taking accurate notes and pictures, arranging for maintenance and vendor coordination. The job will require occasional ascend/descend a ladder to check the lights and ceiling fans, work in outdoor weather conditions, moving heavy boxes across various sites, ability to communicate information and ideas in indoor and outdoor environments so others will understand this accurately, ability to observe details at close range (within a few feet of the observer), walking on uneven surfaces, ability to remain in a stationary position and perhaps bend to pick up equipment.
Preferred Realty Inc. provided the following inclusive hiring information:
We are an equal opportunity employer.
This position offers the opportunity to work on diverse projects within a dynamic environment. If you are a proactive problem-solver with a passion for managing projects effectively and able to work independently, we encourage you to apply.
Job Type: Full-time
Pay: $60,000.00 - $85,000.00 per year
Benefits:
- Health insurance
- Paid time off
- Retirement plan
Job Type: Full-time
Pay: $22.09 - $23.09 per hour
Expected hours: 40 per week
Benefits:
- Health insurance
- Paid time off
- Retirement plan
Experience level:
Schedule:
- Monday to Friday
- On call
- Weekends as needed
Application Question(s):
- Please list the job where you have developed (1) property management experience, (2) administrative or project management experience. We require both.
Education:
Experience:
- Property management: 3 years (Required)
Ability to Commute:
Ability to Relocate:
- Pasco, WA: Relocate before starting work (Required)
Work Location: In person