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Real Estate Assistant

Company: Foundry Commercial
Location: Hialeah
Posted on: April 1, 2021

Job Description:

We are currently seeking a Real Estate Assistant to join us at Foundry Commercial. The Real Estate Assistant is responsible for supporting the Property Management team in by providing telephone support, invoice processing and monitoring, maintaining system of contractor and tenant information, contract document preparation and monitoring, coordinating tenant request for services and maintaining filing system. Essential Job Functions:

  • Administrative Support - provides administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed. Assist in ordering office supplies or building supplies. Maintain lease files and other files as necessary. Administer the work order system and train new engineers as necessary.
  • Tenant Relations-provide customer service to tenants by receiving tenant calls and coordinating requests for services. Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination. Provides emergency and safety information to tenants. Coordinate the scheduling of evacuation drills, etc. Prepare proposals and invoices for additional services and utilities. Coordinate with Property Manager and vendor to plan tenant events. Coordinate security access information requests and emergency contacts lists. Activate/deactivate property access cards.
  • Operations-coordinate with Property Managers and building personnel for tenant move in/move out. Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out. Generate tenant "welcome" letter, handbook and appropriate welcome gift. Coordinate with Property Manager for purchase of tenant signage (lobby, suite and building) in accordance with building specifications.
  • Service Contracts-coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact. Maintain tickler file for service contract expirations. Maintain up-to-date approved service contract list. Submit insurance claims to company.
  • Accounting. Monitor and accurately codes invoices in the accounting system in a timely manner in accordance with company guidelines. Research invoices and follow-up with vendors as needed. Assist in posting of cash receipts and follow up on collections.
  • Other duties may be assigned.
    Education and Experience Requested:
    • High School Diploma or equivalent and some college preferred
    • Minimum of 2+ years of work related experience
    • Ability to comprehend, analyze, and interpret complex business documents.
    • Ability to write reports, manuals, speeches and articles using distinctive style.
    • Ability to effectively respond to sensitive issues, complex inquiries or complaints from clients, co-workers, supervisor, and/or management.
    • Ability to make effective presentations on general topics to an internal department, large group of employees, clients, and/or management.
    • Ability to motivate employees and client groups to take desired action.
    • Requires to contact tenants regarding collections.
    • Able to assist in forecast and budgets.
    • Conducts financial/business analysis
    • Reconciles monthly tenant work order billings for tenants and management
    • Ability to solve problems and deal with a variety of options in varying situations.
    • Requires advanced analytical and quantitative skills.
    • Must have an excellent customer service approach to property owners and tenants.
    • Must be able to deal effectively with vendors and brokers.
    • Must be highly proficient in Microsoft Word and Excel. Foundry Commercial is an Equal Opportunity Employer Foundry Commercial is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available person in every job. It is the policy of Foundry Commercial to grant equal employment opportunities to all qualified persons without regard to race, color, creed, sex, religion, age, national origin, marital status, sexual orientation, citizenship, physical or mental disability that does not prohibit performance of essential job functions, veteran's status, or any other conditions or identifications against which discrimination is prohibited.

Keywords: Foundry Commercial, Hialeah , Real Estate Assistant, Other , Hialeah, Florida

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