Assistant Property Manager

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Bradford Allen is a Chicago-based, national commercial real estate firm that offers a full array of brokerage services to entrepreneurial, not-for-profit, and corporate business entities. Our realty services team provides strategy, marketing, and transaction execution for occupiers, investors, and owners of commercial real estate. Bradford Allen professionals create flexible solutions through a high level of expertise, persistence, and a singular focus on client objectives.

Our integrated services platform includes Tenant Representation, Landlord Representation, Property & Asset Management, Consulting & Advisory Services, and Project & Construction Management.

Bradford Allen professionals create flexible solutions for our clients through their experience, commitment to solving the most difficult problems, persistence, loyalty, hard work, and a singular focus on client objectives.

Position Summary:

The Tenant Services Coordinator is responsible for communication and coordination with tenants, vendors and building staff on site, on a wide range of building issues. The position utilizes established administrative and property operating procedures to handle daily tenant and building services.

Responsibilities:

• Provide any needed assistance to Property Manager and/or Accounting Department in accurately preparing and inputting tenant and vendor billings.
• Assist Property Manager on collection efforts for tenant receivables.
• Assist Property Manager with monthly financial reporting, to include reviewing accruals and preparing monthly narrative.
• Manage and administer tenant billback statements with assistance from accounting
• Demonstrate ability to review monthly tenant statements for accuracy prior to issuance through rent up process.

Tenant Related:

• Understand current and anticipated customer needs, demonstrating professionalism, courtesy, and sensitivity.
• Coordinate tenants moving in and vacating.
• Familiarize tenants with the building’s rules and procedures and train them on the building’s web-based service request system. Oversee any tenant work order requests from initiation through completion.
• Facilitate tenant inquiries regarding monthly invoices, services and lease administration.
• Research and respond to requests for information, service or assistance by telephone or by e-mail promptly and thoroughly. Effectively coordinate with others or work independently to resolve or ensure resolution of issues or problems in a timely manner.
• Prepare accurate and timely correspondence to tenants as directed by Property Manager.
• Coordinate city mandated fire drills as well as administer safety team meetings with all tenant companies. Maintain updated tenant life safety forms including emergency response team lists.
• Manage all signage in reference to floor plans, emergency evacuation, tenant logo displays, building logos and visitor assistance signage throughout the property.
• Manage and update the building’s and tenant companies’ electrical meters to ensure accurate billing from utility company.
• Assist in the leasing for building storage facilities.
• Supervise tenant amenities for building, including the Café, Parking Garage, Fitness Center, Lounge and Conference Centers.
• Effectively coordinate assigned vendor relationships under Property Manager’s supervision, e g. janitorial and landscaping, including regular contact to promptly identify and resolve issues, managing service levels to meet contract specifications, and participating in and documenting walk-throughs.

Administrative:

• General knowledge of property management software MRI, Angus, Avid, Adobe, Microsoft Office, Outlook or similar.
• Ability to read and abstract a lease and make changes to the rent roll.
• Maintain the electronic filing system.
• Possess excellent organizational skills.

Qualifications:

• Bachelor’s Degree.
• 2 or more years of administrative experience in a professional business environment.
• Intermediate knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
• Exceptional organizational and planning skills.
• Excellent written and oral ability; effective communicator…