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Portfolio Admin Assistant

Company: Holladay Property Services
Location: Independence
Posted on: May 15, 2022

Job Description:

Job Description Enriching lives through investment and service is the mission at the core of everything we do at Holladay. The Portfolio Administrator supports this mission by working closely with the Property Manager and Portfolio Manager in the day-to-day office duties and management of the commercial real estate properties in their portfolio in accordance with the Companys mission, vision and objectives. Essential Duties and Responsibilities include but are not limited to the following: Tenant Relations: Interact and correspond with tenants to address problems or complaints, as it relates to janitorial, maintenance, and leasing. Monitor work order analytics, track and follow up with tenant to ensure issue was resolved and communicate any concerns to Property Manager. Prepare monthly newsletters and other publications (Fire Plan, Tenant Manual) for distribution. Prepare tenant memos, notices and lease correspondence. Assist in preparation of tenant social events. Assist Property Manager with weekly tenant visits as required by client and maintain tenant visit log. Admin will assist tenants registration in electronic payments systems, ETS and building introduction documents. Administrative Responsibilities: Responsible for administrative tasks including, but not limited to filing, mailing, ordering office supplies, preparing monthly expense reports for Property Manager and Maintenance Staff, etc. Prepare and track all vendor contracts. Maintain current vendor list. Maintain and keep up to date tenant contact lists. Update Clients web site monthly with current tenant contact information Maintain and keep up to date web base program for building information and preventative maintenance work order system. Admin will maintain status analytics of TI and Capex projects and provide on weekly management update meetings. Admin will communicate unusual operational conditions stemming from TI or Capex projects to Property Managers to ensure tenants awareness of building conditions. Financial Reporting: Assist Property Manager with placing calls to tenants regarding collection of past due rents on the 10th, 20th and end of month. Produce MRI Aging Report. Correspond with Tenant and update MRI reports Assist in budget planning, i.e., print reports and obtain bids Review rent rolls for accuracy and compare with MRI rent roll Performs other related duties and assignments as required. Qualifications: College Degree preferred or progressive work experience addition to the qualifications below Real estate license or ability to obtain license Front desk or office management experience Two (2) years experience in commercial real estate environment Proficient in Microsoft Office Products, Word, Excel and Outlook Publisher and Digital Camera knowledge helpful MRI Real Estate Software experience or ability to learn new programs quickly Excellent grammar, clear written and oral communications skills are essential Good phone communication skills Ability to prioritize, organize and have productive time management skills Valid Drivers license, proof of insurance, and clean MVR report Holladay Mission and Values: All associates are expected to live Holladays Mission and Values in their everyday interactions with each other, external clients, and stakeholders as defined below: Mission: Enrich ing lives through investment and service ENRICH Values: E ntrepreneurial We are empowered to dream and take risks, to challenge conventional wisdom and demand continuous improvement, to innovate, create, and inspire change. N urture We encourage and support the growth and development of each other, our clients, and our communities. R espect - We recognize and acknowledge the inherent value of others. I ntegrity We do the right thing. We exhibit a consistently high moral compass. C ommunity We are a family. We have fun, serve others, and freely give of our resources. We recognize our responsibility to make our communities and world a better place. H ealth - We support the physical, financial, and professional health and well-being of each other and those we serve. Position Competencies Service to Employees: Treats other employees with respect and dignity and acts as a positive member of the team; establishes and maintains effective relationships Service to Clients: Provides high level of service to clients in all situations; strives to meet and exceed client expectations; establishes and maintains effective relationships Service to Tenants: Provides high level of service to tenants in all situations; strives to meet and exceed tenant expectations; establishes and maintains effective relationships Composure: Does not become defensive or irritated when times are tough; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesnt show frustration when resisted; is a settling influence in a crisis Critical Thinking: The ability to think using analysis, evaluation, problem solving, judgment, and the creative process; considering the full picture and impact of action and decisions Effective Communication: Able to clearly and succinctly communicate in a variety of settings and styles; can get messages across that have the desired effect Compensation: The Portfolio Administrator compensation will be based on experience and qualifications. This range is subject to local, state and regional dynamics and may be adjusted up or down depending on market conditions. Physical Demands: Employee is required to walk the premises which can require climbing stairs to inspect stairwells, and be in elevated or high spaces, such as roofs and decking to inspect equipment if necessary Employee may occasionally be required to lift or move items over 10 pounds On call 24/7 in emergency situations at properties Supervisory Responsibility: This position does not have any supervisory responsibility Promotional Opportunity: Associates with more than twelve (12) months of service may request consideration to transfer to other jobs as vacancies become available and will be considered along with other applicants. To be considered, Associates must have a satisfactory performance record and have no disciplinary actions during the last twelve (12) months. Management retains the discretion to make exceptions to the policy. This description is not all inclusive and duties will vary depending on specific property being managed. Company Description Holladay Properties is a full-scale land development, design/build and fully-integrated real estate company, as well as one of the largest medical office management firms in the country. Our medical division as a national reputation of excellence in MOB management and development of medical real estate assets for third-party owners and is an IREM Accredited Management Organization. Employee Benefits include: - Medical, dental, vision, 401K - Casual Fridays - Strengths based culture - Employee development - Community involvement - Competitive compensation - Flexible schedules - Free parking

Keywords: Holladay Property Services, Independence , Portfolio Admin Assistant, Administration, Clerical , Independence, Missouri

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