Property Assistant

Dulles Tech Center
Herndon, VA 20171, USA

POSITION SUMMARY:

Provide support services to property management and field personnel including telephone support; invoice processing and monitoring; word processing; maintaining system of contractor and tenant information; contract document preparation and monitoring; coordinating tenant request for services; and maintaining filing system. Assist Property Managers with tenant move in/move out.

ESSENTIAL FUNCTIONS:

• Tenant Relations
  • Provide customer service to tenants by receiving tenant calls and coordinating requests for services.
  • Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination.
  • Provides emergency and safety information to tenants.
  • Coordinate the scheduling of evacuation drills, etc. Prepare proposals and invoices for additional services and utilities.
  • Coordinate with Property Manager and vendor to plan tenant events.
  • Coordinate security access information requests and emergency contacts lists.
  • Activate/deactivate property access cards.
  • Track and provide updates to MAXIMO tenant service requests.
• Accounting
  • Monitor and accurately code invoices in the accounting system in a timely manner in accordance with company guidelines.
  • Research invoices and follow‑up with vendors as needed.
• Service Contracts
  • Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact.
  • Maintain tickler file for service contract expirations.
  • Maintain up‑to‑date approved service contract list.
  • Submit insurance claims to company.
• Administrative Support
  • Provide administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed.
  • Assist in ordering uniforms and provide technology support.
  • Order office supplies and plan office events.
  • Maintain office equipment and equipment service agreements.
  • Maintain lease files and other files as necessary.
  • Administer the automated work order system (MAXIMO) and train new engineers on using the software as necessary.
• Operations
  • Coordinate with Property Managers and building personnel for tenant move in/move out.
  • Contact movers for Certificate of Insurance and provide rules and regulations for after‑hours move in/move out.
  • Generate tenant “welcome” letter, handbook, and appropriate welcome gift.
  • Coordinate with Property Manager for purchase of tenant signage (lobby, suite, and building) in accordance with building specifications.

SECONDARY RESPONSIBILITIES:

• Maintain property information to include (at a minimum) license agreements, vendor/contractor list, emergency procedures, equipment list, inventory list and personnel list.
• Assist in budget preparation.
• Perform other job‑related duties as assigned.

QUALIFICATIONS:

• Education
  :
  High School Diploma or equivalent.
• Professional Experience
  :
  Minimum of 2 years of administrative experience.
• Computer Skills
  :
  • PC proficiency including Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.
  • Ability to adapt to new or changing software programs.
  • Familiarity using graphics presentation programs preferred.
• Mobility
  : N/A
• Other Requirements
  :
  • Exceptional organizational skills.
  • Ability to type a 55 WPM accurately.
  • Exceptional interpersonal and customer service abilities.
  • May be required to carry and maintain appropriate government credentials.

Pay Range: $52,000 - $55,000

CDP proudly offers to all employees working a minimum of 30 hours per week market‑leading health benefits including medical, dental, vision and prescription, etc.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.