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Copaken Brooks, LLC is a full-service commercial real estate firm headquartered in Kansas City and serving the Midwest. The company’s full suite of services includes investment acquisition and sales, tenant representation and HQ relocations, property management, asset management, development, owner’s representation, and leasing (office, retail, medical, industrial, and underground). We have over 100 years of proven experience in playing a major role in where millions of people go to work, shop, and live.  

Copaken Brooks is the Property Management firm for the Skyline Collection. The Property Specialist aids in managing the 3 Class A buildings (1111 Main, 1201 Walnut, Harzfelds), 2 parking garages, and 1 surface parking lot. The property includes a Fitness Center, Conference Center, and dedicated Chiller Plant.  

Summary of Position: 

The Administrative Assistant will provide essential administrative support to the Skyline Property Management team, ensuring smooth daily operations and efficient communication across departments. This role offers a hands-on opportunity to learn and gain exposure to all aspects of property management, including maintenance coordination, tenant relations, and financial reporting. The ideal candidate will develop proficiency in the property management systems used at the property, while assisting with documentation, data entry, and office organization to support the team’s goals. This position is perfect for someone looking to build a career in property management and gain comprehensive, practical experience in the field. 

Typical Duties: 

1. Independent management of assigned vendor contracts. 
2. Responsible for monitoring and responding to the Skyline Collection general inbox. 
3. Direct handling of tenant issues. 
4. Backup Skyline Lobby Ambassador position as needed. 
5. Coding and entry of invoices in the AP system. 
6. Lease interpretation for day to day matters. 
7. Assist with Conference Center bookings and tenant relations. 
8. Ownership of specific building systems or functions. 
9. Prepare service agreements for property repairs and maintenance. 
10. Handle meeting scheduling and coordination. 
11. Track and maintain tenant and vendor Certificates of Insurance. 
12. Answer incoming phone calls promptly, route and transfer caller to voicemail or take messages, as necessary and to provide appropriate response and assistance to emergencies Assist tenants and staff in a timely, professional and courteous manner. 
13. Organize and maintain tenant and vendor files on SharePoint. 
14. Provide receptionist duties, as needed, and handle inbound calls as necessary. 
15. Handle sensitive client information and confidential company materials. 
16. Special projects and other additional duties as assigned. 

Work Relationships: 

Position reports to Senior Property Manager. The position has contact with various people inside the organization, including the Assistant Property Manager, Director of Engineering, and others on The Skyline Collection team.  Outside the organization, has contact with the building owners, tenants, property visitors, security, contractors, suppliers, and attorneys. 

MinimumRequirements:

• Advanced skills in Microsoft Office (Word, Excel, PowerPoint, Outlook, and Kardin preferred).

• Excellent organizational skills and detail-oriented withhighlevel of accuracy.

• Excellent written and oral communication skills.

• Excellent typing skills.

• Ability to effectively multi-task and prioritize competing tasks and meet tight deadlines with minimal supervision.

• Demonstrated problem solving skills withabilityto accurately assess and quickly shift priorities.

• Ability to handle pressurein order tosuccessfully manage issues, multipleprojectsand maketimelydecisions to meet project deadlines.

• Works with people in a professional and expedient mannerexhibitingenergy, patience and diplomacy in client and agent interactions.

• Ability to work both independently and collaboratively with others to achieve company goals andobjectives.

• Flexible work schedule when occasionallyrequiredto support property management team.

• An associate degree or advanced training in office skills or equivalent experience.

• Prior experience in Commercial Real Estate or Professional Service industriespreferred.

Physical Requirements:

• Ability to conduct regular inspections of commercial properties, which may involve walking,climbingstairs, and inspecting various areas ofthe portfolio.

• Stationary work at a desk typing on a desktop computer - 80% of the time

• Talking on the telephone - approximately 20% of time

• Light lifting - under 20 pounds