Position Responsibilities:
- 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 throughoutthe 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
- Monitor customer accounts receivables and complete all necessary forms, notices, and communication as directed by PM / SPM
- 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
- Facilitate misc. tenant offerings
- Market 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
- Update monthly janitorial cleaning inventories
- Maintains access card database including collection applicable forms and adding to system
- Assist in scheduling building training/conference facilities
- Monitor fitness center for necessary maintenance items, coordinate any cleaning and supply orders
- Schedules conference room reservations
- 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
- Maintain 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
- Opening and distributing incoming mail and interoffice mail
- Maintains management office, orders supplies, stocks breakroom, and coordinates repairs of office equipment
- Sends weekly Mailchimp newsletter emails to customers and maintains the database
- 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.
Role-Based Competencies:
- Drives Results - taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm; Consistently achieving results, even under tough circumstances
- Customer Focus - Building strong customer relationships and delivering customer-centric solutions; Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
- Cultivate Innovation - Creating new and better ways for the organization to be successful
- Situational Adaptability - Operating effectively, even when things are not certain or the way forward is clear; Adapting approach and demeanor in real time to match the shifting demands of different situations
- Technical Acumen - Understanding the purpose and basic processes of their assigned functional area
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
- Excellent customer service skills
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.