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Our client, real estate firm in Tampa, Florida is looking to hire a Temporary Property Associate (PA) ensures organizational excellence by fulfilling administrative functions on the property team responsible for one or multiple buildings. In this role, the PA will also provide accounting support, maintaining positive relations between tenants, client, and always providing superior customer service. Position is Monday – Friday, 40 hours per week with occasional OT. Temp assignment starts mid/late April through early September.
Responsibilities:
- Participating in processing accounts payable (A/P) by reviewing and coding invoices for payment.
- Assisting with accounts receivable (A/R) tasks, such as preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary.
- Tracking administrative expenses to ensure they stay within budget and identifying cost reduction opportunities.
- Coordinating document management related to lease execution, distribution, and filing.
- Tracking lease notification requirements to prevent missed deadlines and ensure proper distribution of notifications. Monitoring email, phones, and work order systems regularly to provide prompt and courteous responses and direct correspondence to the appropriate personnel.
- Maintaining general office organization.
- Sorting, organizing, and distributing incoming mail, as well as preparing and sending outgoing mail and packages. Preparing and distributing general correspondence and memos.
- Organizing, compiling, and preparing reports for distribution.
- Creating and maintaining accurate and organized physical and virtual filing systems.
- Updating employee, client, and customer contact databases.
- Coordinating conference room reservations.
- Organizing department lunches, meetings, events, and business travel.
- Receiving building access requests and coordinating access for visitors and vendors.
- Ensuring tenant and contractor certificates of insurance are accurate and meet defined standards.
- Tracking expiration dates for tenant and contractor certificates of insurance and providing advance notice of upcoming expirations.
- Supporting compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
- Participating in the new tenant welcome and orientation program and assisting with move-in/move-out procedures. Tracking and coordinating access card activation and deactivation as needed.
- Assisting the property team in developing and implementing property and employee manuals.
- Maintaining regular contact with maintenance, security, and building staff to ensure cleanliness and security of common areas.
- Documenting incidents of potential property and equipment liability and forwarding information to risk management personnel.
- Gathering W-9 forms from vendors and assisting in new vendor setups as needed.
- Assisting team members with property budget preparation and recurring reporting.
- Supporting engineers with recording and billing monthly utility meter readings, as appropriate.
- Assisting with vendor contract creation, execution, and tracking as requested.
- Providing general and ad hoc administrative support to the property as needed.
- Performing any other duties and tasks assigned.
Requirements:
- High school diploma is required.
- Bachelor’s degree (BA/BS) is preferred.
- Minimum of 1 year of experience in commercial real estate, property team, or office management.
- Proficient knowledge of Microsoft Office Suite and willingness to learn new programs and technology.
- Advanced oral and written communication skills.
- Strong attention to detail and organizational skills.
- Self-starter with the ability to manage multiple projects under pressure.
- Ability to work autonomously or as part of a team, interacting effectively with coworkers and internal clients at all levels and in multiple disciplines.
- Ability to calculate figures and percentages.
- Capable of developing effective and constructive solutions to challenges and obstacles.
- Comfortable with change and uncertainty, able to shift gears and make decisions without having the complete picture. In compliance with the Americans with Disabilities Act (ADA), the Sr Property Administrator’s responsibilities require the following minimum physical requirements:
- Regular sitting for long periods of time.
- Frequent standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling.
- Reading video display terminals, order forms, and other written documents.
- Lifting a minimum of thirty-five (35) pounds.
- Using and accessing stairwells during emergencies.
- Using keyboards for typing and computer input.
- Hearing, speaking, and answering the office telephone system.
- Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the role.
Pay:
- $24/hour
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