Administration Assistant Jobs in Lancaster, SC (NOW HIRING)

Why work for us?

At Childress Klein, we're reimagining the world of real estate. Together, we collaborate with our clients, investors, and the communities we serve to create cutting-edge environments that foster connection, intelligence, and prosperity. We're acutely aware of the impact our developments have on cities, which is why we're committed to giving back through charitable initiatives and implementing sustainable solutions that empower both our clients and communities to be more resourceful, resilient, and regenerative.

When you join our team, you're embraced by a culture that values dedication, effective communication, and inclusivity. We go the extra mile to invest in our employees' growth, offering a multitude of personal and professional development opportunities. This isn't just a job-it's the start of a flourishing career. It's no wonder we were honored with the title of being one of Charlotte's Best Places to Work in 2022!

What you'll be doing:

The Assistant Property Manager will assist the Property Manager and Regional Property Manager in the management and supervision of property management services for the North Carolina and South Carolina Portfolio. The main areas of responsibility will be day to day oversight and support of all property management, property administration and tenant service requests including supervision of third-party service vendors providing commercial property management services.

What you'll be responsible for:

Operations and Vendor Services Administration

• Assist the Property Managers in the day-to-day supervision and administration of the following service vendors, including but not limited to the following.
• Janitorial services: Daily and nightly routine services, carpet cleaning, and any specialty cleaning. This includes monthly building inspections before and after normal business hours. Maintain monthly janitorial square footage spreadsheets.
• Elevator and escalator systems: Assist the Property Manager in conducting routine evaluations of the performance of the systems, follow up on outstanding preventative maintenance tasks, follow up on annual elevator audits to ensure vertical transportation quality and that all installation and operation of elevators and escalators are compliant with state regulatory codes.
• Interior and exterior stone: Metal and wood maintenance.
• Waste management and recycling programs: Keep detail records of diversion rates.
• Pest control: Ensure that services, practices and treatments are rendered in a sustainable and responsible manner.
• Interior and exterior landscaping: Conduct routine inspections and oversee installations of seasonal color.

Service Contract and Claims Administration

• Closely monitor the scope and terms of all service contracts to ensure agreements are current and reflect actual practices.
• Launch contract related workflows.
• Assist, as directed, in the reporting, communication, and documentation of all insurance claims.
• Track Incident Reports/End of Shift Reports in the security related Perspective database and follow up on reported operational issues.
• Coordinate, as directed, with property management, engineering and security teams to collect information on incidents or claims and follow up as needed to resolve claims.

Building Inspections and Help Desk Support

• Conduct daily inspections of primary common areas including the building lobbies, exterior plazas and main levels of the parking garage to ensure these areas are maintained to the highest levels of cleanliness, maintenance and temperature control.
• Submit work order requests for any deficiencies observed during routine and one-off inspections. Follow up on work orders as needed to verify completion of items.
• Assist with monitoring emails and phone calls for the office receptionist when out of the office.

Project Management and Administration

• Assist Property Managers as directed in the following areas of project management, building construction projects, and tenant upfits. Core duties include the following:
• Development of project cost estimates and pricing, providing cost and activity reports at regular intervals during construction and at project completion.
• Review project plans and schedules.
• Take the lead on special request tenant and building projects.
• Check in weekly with any construction activity to make sure work activity is progressing on schedule and without damage to common area finishes or interruption or inconvenience to other tenants.

Building Information and Database Management

• Manage electronic and paper files, including current and archived leasing files, project files, and building drawings to minimize file size and to ensure conformity to established filing processes.
• Assist the Property Managers as directed in their role as SharePoint Site Administrator.

Financial Administration

• Assist in the preparation of building operating expense budget, capital budget, and long-term capital plans.
• Serve as coder in the accounts payable/receivable processing to include the creation of purchase orders that accurately conform to the terms of existing service or project agreements or proposals, ensure proper coding of purchase orders, and monitor budget variances. Adhere to all deadlines and accounting principles.
• Assist in monthly budget variance analysis and forecasting duties. Assist with accounts payable process in accordance with divisional and corporate guidelines.

Tenant Relations & Lease Review

• Proactively inspect tenant and common areas to ensure highest quality of service delivery by PM team; serve as point person to resolve all requests and complaints as quickly as possible.
• Perform monthly tenant visits for all properties.
• Assist the leasing team, when directed by the Property Manager, in marketing the property to prospective tenants, including preparing vacant spaces to show and enhance common areas and amenities.
• Assist with the review, interpretation, and enforcement of tenant leases. Read all leases to understand specific obligations of the landlord and each tenant.
• Assist the Accounting Department as needed, by checking lease terms as reflected in rent roll and Accounts Receivable, and with the collection and review of Certificates of Insurance.
• Assist Accounting Department in keeping all stacking plans current and accurate.
• Establish and maintain relationship with primary tenant contacts and work to resolve complaints as needed.
• Participate in tenant relations activities, events, and meetings as needed.
• Coordinate with other building departments including Engineering, Administration, Accounting, Security, and Parking to ensure information is shared and activities are properly coordinated.
• Perform other job-related duties as assigned.

Office Location:

• The Assistant Property Manager will split time in the management offices at Esplanade, located in Charlotte, NC and also Kingsley Park, located in Fort Mill, SC. The Assistant Property Manager will be required to respond to emergencies or other obligations that may occur after business hours. In addition, this position will be part of an on-call rotation schedule, therefore reliable automotive transportation is required.

What we need from you:

• A Bachelor's Degree in real estate management, business, construction, or a related field from an accredited college or university.
• One to five years of professional experience, preferably in a commercial real estate management environment, or an equivalent combination of education and experience.
• The following credentials are desired for this position: RPA or CPM designation; LEED Accredited Professional (AP) or Green Associate (GA); South Carolina Real Estate Broker's license. Candidates are not required to possess such credentials as a condition of hire but must be willing to pursue these as part of the training required for the position. Membership in BOMA or IREM is encouraged.
• Must have high degree of proficiency in computer technology and applications used in real estate management, such as: Microsoft Office Suite, accounting software, work order systems, etc.
• Must have solid grasp of financial and mathematical practices commonly deployed in the real estate industry such as budgeting, variance reporting, capitalization, amortization, space measurement, operating expense gross ups, rent allocations, etc.
• Must have excellent communication skills, both verbal and written.
• Must have strong teamwork skills and be able to motivate others, instill confidence in teammates and customers alike, and provide corrective direction effectively.
• Ability to read, write, analyze, and interpret contracts, leases, construction drawings, financial reports, and legal documents.
• Ability to respond in a professional and appropriate manner to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to resolve conflict, negotiate business agreements, and enforce existing agreements without disrupting customer/client relationships.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee will spend a large portion of his/her time at a desk or in meeting rooms, although the employee will also spend time traveling in and around commercial office property and associated grounds, including back-of-house equipment rooms, roofs, loading docks and parking garages.
• While performing the duties of this job, the employee is frequently required to stand; walk; sit; type; write; use hands to finger, handle, or feel; talk and hear.
• The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts; high, precarious places; fumes or airborne particles; outside weather conditions; risk of electrical shock; and vibration.
• The noise level in the work environment is usually moderate but can vary within the mechanical and other areas of the property.

What we have to offer:

• Medical, Dental, & Vision Insurance
• Flex Spending & Dependent Care Accounts
• 401(k) Retirement Savings Plan
• Paid Vacation & Holidays
• Paid Leave of Absence Options
• Paid Maternity & Paternity Leave
• Tuition Reimbursement
• Employee Assistance Program
• Employee Wellness Program
• Gym Membership Discounts
• Mentorship Programs
• And much more!

Childress Klein is an equal opportunity employer. Qualified applicants will be considered without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality, sex, or veteran status.