COMMERCIAL ADMINISTRATIVE ASSISTANT-LEASING

SUMMARY: This role organizes data and documents related to the Commercial Portfolio. This includes but may not be limited to obtaining, preparing, reviewing, logging and filing various documentation related to commercial leases and properties.

DUTIES AND RESPONSIBILITIES

• Provide administrative support, including phone support, typing reports, filing and distribution of correspondence
• Schedule and coordinate meetings, site visits, inspections and appraisals as requested
• Assist in lease administration activities, including tenant contact and insurance information, receipting rent payments, tracking delinquencies, resolving tenant complaints, enforcing tenant leases and the rules of occupancy, drafting legal documents, inspecting buildings and ordering repair
• Prepare and coordinate bid proposals, service contracts and approve invoices for Director approval and assist Director in their efforts to ensure compliance with policies and procedures
• Ensure prompt and accurate completion of leases, contracts and certificates of insurance information in property management software
• Track and file leases, contracts and insurance certificates; maintain follow-up system for expirations
• Review delinquent collections, prepare demand letters, notices, invoice reports and evictions
• Monitor and maintain the property maintenance work order system and prepare weekly reports for Director and Facilities Manager on status of tenant work orders and tenant billbacks
• Maintain follow-up system for compliance of lease and contract files including expirations
• Promote and foster positive relationships with building owners, tenants, vendors and clients
• Assist with monthly and quarterly management reports as well as annual CAM/budget preparation
• Process tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval
• Assist in managing properties to ensure high value for all stakeholders in the properties
• Assist in any other duties assigned

KEY COMPETENCIES

• Communication Proficiency (oral and written)
• Customer Focus (internal and external)
• Organization Skills
• Interpersonal Skills
• Initiative
• Multi-tasking

IMPORTANT EDUCATION

• High school diploma/GED equivalent

IMPORTANT EXPERIENCE

• Customer service experience preferred
• Previous property management experience preferred
• Appfolio Property Manager Software preferred
• General ledger experience
• Strong attention to detail and accuracy

• Strong communication skills
• Proficiency in Microsoft Office Suite

• Ability to give and take direction and to interface with decision makers in a professional manner and maintain confidential information

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Bear Real Estate Group is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.