- Answers, screens and directs incoming calls as needed. Assists property and engineering teams with customer and vendor services.
- Assists all visitors coming in the Management office.
- Reviews Angus work order system throughout the day to ensure prompt response times; enters requests from customer and others into Angus as needed.
- Communicates with building teams throughout the day or as needed as issues arise.
- Assists Property Manager (PM) / Senior Property Manager (SPM) with property budget, reforecast, pre-bill, and reconciliation processes including obtaining bids and related pricing.
- Service Contract Administrator:
- Verify vendor is active in HQ; if not, complete new vendor set up, including vendor activation in HQ and providing appropriate billing information.
- Determine what contract is needed and draft as needed. Check with PM / SPM for accuracy.
- Monitor and track contracts to completion.
- Upload to HQ.
- Continuously monitor expiring service contracts. Work with PM / SPM to conduct bidding process.
- Conducts walkthroughs/property inspections with vendors and building engineers, as requested by PM / SPM, to compile a list of maintenance items. Coordinates vendor maintenance issues. Follows up on the status of vendor jobs.
- Tracks certificates of insurance for customers and assists in obtaining vendor insurance certificates. When necessary, prepares correspondence for any insurance issues.
- Codes invoices for payment, obtains PM / SPM’s approval.
- Assists with customer correspondence, including letters, memos, newsletters, notifications in Angus, etc.
- Work with PM / SPM to implement Together We Connect Customer Events
- Coordinates tenant events, furnishing contracts as needed.
- Facilitates misc. tenant offerings.
- Markets events to tenants via memo blasts, lobby posters, lobby directory.
- Coordinates estimates resulting from customer work order requests through Angus proposal function.
- Prepares all customer billings including verification of sub-meter charges, access cards and misc. work orders.
- Completes data entry for utility tracking and other benchmarking tools.
- Updates monthly janitorial cleaning inventories.
- Assists in scheduling building training/conference facilities, manages upkeep of all AV equipment in facilities.
- Active member of the CCC Squad (Customer Community Creator) and assists in coordinating building functions in conjunction with property team. Assists property team with other customer-related functions.
- Maintains property files including customer and vendor files.
- Maintains all customer contact lists and building directories.
- Assists with the coordination of move-in/move-out.
- Assists with lease administration including lease summaries and rent increase correspondence.
- Opens and distributes incoming mail and interoffice mail.
- Maintains management office, orders supplies, stocks breakroom, and coordinates repairs of office equipment.
- Sends weekly newsletter emails to customers and maintains the database.
- Reviews daily security reports and notifies team of any issues that need attention.
- Ad hoc responsibilities as assigned.
Essential Functions:
- Ability to consistently apply education, experience and good judgement to the job responsibilities at a consistently high level of performance, both in quantity and quality.
- Ability to consistently and resourcefully handle multiple priorities under rapidly changing circumstances and goals, including within short timelines.
- Ability to consistently, frequently and effectively communicate, coordinate and collaborate with individuals and groups primarily face-to-face, but also by telephone and electronic media.
- Exceptional ability to adapt, to innovate, and to understand and comply with Granite’s policies and culture, along with all applicable laws and the highest ethical standards.
- Ability to concentrate for long periods of time, whether alone or working with people in close proximity to you.
- Ability to consistently attend work and to be punctual at the office.
Qualifications/Requirements:
- High school diploma or general education degree (GED) required.
- 2-4 years of property management experience or strong administrative experience.
- Proficient in Microsoft Office, Outlook and JD Edwards.
Physical Requirements:
- Hearing and visual ability to observe and detect and appropriately react to signs of emergency situations.
- Ability to independently move throughout the office and property, and consistently and continuously perform essential job functions.
- Ability to lift and/or move up to 25 pounds.
Travel Required:
Minimal travel, up to 5%.
Granite is proud to be an Equal Opportunity Employer. We prohibit discrimination based upon race, religion, color, national origin, marital status, gender (including pregnancy, childbirth, or related medical conditions), genetic information, sexual orientation, gender identity, gender expression, age, military or veteran status, disability, or any other applicable legally protected characteristics. We celebrate diversity and are committed to creating an inclusive environment for all.
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