Property Administrative Assistant/various Locations In Bay Area
Colliers International (Oakland/East Bay, California)

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Colliers International is looking for experienced Property Administrative Assistants for various locations in the San Francsico Bay Area & Silicon Valley.

Colliers International

Position Description

Title:                Property Administrative Assistant

Reports To:     Assistant Property Manager and/or Portfolio/Property Manager

Supervises:     n/a

Purpose

The Property Assistant (PA) is charged with providing support for both the Assistant Property Manager (APM) and the Portfolio/Property Manager (PM) in the day-to-day implementation of those policies, procedures and programs that will assure a well managed, well maintained building, placing maximum emphasis on positive response to the concerns and needs of the tenants, environmental health and safety, and quality programs, in coordination and conjunction with the Owner’s goals and objectives.

Scope

¨  Operational Management

The PA will handle responses to tenant (customer) requests and/or complaints and will strive to maintain favorable landlord/customer relations.  The PA will monitor service requests to ensure problems are properly resolved.  The PA will act as liaison with the engineering team to handle customer requests through a dispatching system that may include, but is not limited to, radio communication, fax distribution, cellular communications and portable hand-held communication devices.  The PA will assist the APM and PM with the maintenance of a tenant database for the fire, life safety and other safety programs and will help coordinate the implementation of same.   The PA will assist the APM and PM with other duties that are appropriate for managing property operations such as tenant move-ins/outs, insurance certificate management, parking pass distribution, security access card distribution and office supply management.

¨  File Maintenance

The PA is charged with the maintenance and orderly filing of the tenant files, service contract files, insurance certification files and other hard copy and soft copy documentation necessary for operation of the property. 

¨  Tenant Relations

The PA will assist the APM and the PM in promptly responding to requests from building tenants.  The PA will also assist in tenant event coordination, handling tenant anniversary gifts, building holiday notifications, promotional activities and other coordinated activities that will maintain cooperative relationships between the management team and its customers.

Personal Development

The PA is expected to be knowledgeable of (but not limited to), the following aspects of Property Management:

¨  Tenant Relations

¨  Security/Risk Management

¨  Emergency Procedures

¨  Insurance Certificate Management

¨  Tenant Move-ins/outs

¨  Contractor coordination

Summary

In the execution of the responsibilities, the PA is held accountable for his/her independent action(s), within the guidelines of the Position Description, Property Operating Budget, with primary emphasis on visible, hands-on management of the properties.

The PA may need to make use of their personal vehicle for work related duties; therefore, the Property Assistant shall maintain a current driver’s license in the state of employment and shall maintain appropriate insurance at all times. 

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