JOB SUMMARY
Busy and fast-paced property management office seeking a self-motivated, enthusiastic, professional person to join our team. This role will create positive relationships with our tenants, customers and clients. They work collaboratively with leadership and other resources to coordinate and develop a strong tenant relations and retention program. Effectively manages time & workload to sustain the variation in daily job requirements, which include daily property and office operations. Strong verbal and written communications preferred.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Monthly communication to our tenant community via a newsletter for two (2) office parks
Event planning - develop concept, negotiate, plan and execute fun and exciting events & parties
Manage recurring tenant events, such as quarterly blood drives, book fairs, ice cream socials, holiday parties, Earth Day Events, Food Drives and Tenant Appreciation Month
Willingness to bring new ideas to the table
Welcome baskets for new and renewed tenants
A desire to develop, foster and maintain relationships with tenants
Tenant notification emails/maintain email database
Order property promotional items
Work with ownership on company website - current and future state
Primary coordinator for property fitness and amenity centers
Manage Instagram accounts for both parks - develop other Social Media sites
Administrative support for office / maintenance personnel
Greets and meets tenants and visitors within the office
Professional telephone etiquette and exceptional listening skills
Effectively communicate tenant concerns to Property Manager and Maintenance Team; collaborate with team on resolution
Manage work order system and assign work order to maintenance staff
Welcome Letters and distribution of tenant manual to new tenants
Annual update of tenants' contact, phone, fax and emails lists
Annual update of tenants' after hours emergency numbers
Manage building security card tracking and distribution
Front Office Management - orders office supplies, ensures work room is kept neat and orderly
Organizes and distributes incoming mail
Performs other duties as assigned.
SUPERVISORY RESPONSIBILITIES
No formal supervisory responsibilities in this position.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
HS Diploma or GED required and a minimum of 1 - 2 years of related work experience.
Prior event coordination, customer service or other hospitality experience preferred.
CERTIFICATES and/or LICENSES
None
COMMUNICATION SKILLS
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
Comfortable meeting and engaging with new people.
Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.
FINANCIAL KNOWLEDGE
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
REASONING ABILITY
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, etc. Comfortable with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications.. Ability to work in multiple software platforms and learn and retain technical software applications quickly.
Good organizational skills. Must work well under pressure with multiple deadlines, and demonstrate a proactive approach to routine and non-routine occurrences.
Ability to work flexible work schedules based on business need.
May need to be physically able to lift and move 30-40 boxes and operate a two-wheel dolly. Physical ability to assist with document services operations. Able to lift 50 lbs.
Strong problem-solving skills. Highly adaptable and flexible.
Ability to work independently with little supervision.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
SAFETY
1. Complete at a satisfactory level all required and assigned HSE training
2. Follow all activity policies and procedures, including all HSE related requirements at all times
3. Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing and assessment, etc.
4. Report any condition which you feel could result in an accident or injury and / or stop work if required
