Property Management Assistant

Job Overview:

The Property Management Assistant is responsible for supporting various aspects of property management across multiple locations, ensuring smooth operations and excellent resident and vendor relations. The ideal candidate will be proficient in property management software, possess strong organizational skills, and demonstrate exceptional communication abilities.

Key Responsibilities:

Key responsibilities include accounts payable, BuildingLink/Carson administration for tenants, Residential and Commercial tenant coordination and management, Lease Renewals and Compliance items.

Specific duties:

Accounts Payable – Cork Factory, Lot 24, Butler + Philadelphia

Scan and upload invoices

Submit new vendor information, COI and W-9s to accounting

Interact with vendors regarding payment problems or registering with NexusConnect

Review statements, request and process missing invoices.

Code reoccurring invoices for approval

Buildinglink/Carson – Cork Factory, Lot 24, Butler + Philadelphia Residential

Add resident to BuildingLink and/or Carson

Send intro emails to new residents.

Enter resident instructions (PTE, no not admit), resident asset information (bike registration) and resident vehicle information

Approve and cross post resident marketplace posts. Enter for resident if needed.

Create and maintain events calendar, slideshow of events and notices and schedule scrolling announcements as needed

Set up employee accounts. Add photos. Update status of users.

Help ensure TV display screens in mailbox areas are operating.

Residential Coordination – 36 units only

Send intro emails to new residents and goodbye email to residents moving out

Coordinate access and track WOs

Correspond to residents and maintain resident relations, as needed

Transfer residential utilities back into our name

Renewals – 36 units only

Drop provided rates from budget into renewal form and send to residents via DocuSign

Track renewals

If residents are not renewing notify manager

Compliance - Cork Factory, Lot 24, Butler + Philadelphia

Maintain, renew and track certificates/inspection reports for pools, elevators and fire safety

Maintain, renew and track housing licenses

Track and manage refuse fees

Commercial Tenant Coordination – Cork Factory Retail, Butler Street + Philadelphia

Notify tenants of inspections or scheduled work, as needed

Send request for tenant to transfer utilities, as needed

Cork Factory & Lot 24 Responsibilities:

Guest Suite Rentals

Ensure guest suite registration is complete and being tracked and monitored daily.

Confirm guest suite approvals with GM as needed.

Ensure expenses related to guest suite rentals are being tracked.

Provide monthly reports of rentals as needed.

Storage

Maintain accurate list of available storage lockers via MRI

Keytrak

Assist new employees with set up: password entry and fingerprint ID in Keytrak machines.

Adjust staff access as needed.

Update contracts. Order replacement parts. Call for support as needed.

Bikes

Process resident bike and kayak registration forms.

Assign numbered ID tags, place in envelope with literature.

Enter resident bike info and tag number into Buildinglink Assets.

Mark registration forms with date and tag numbers and store, by apartment number, in binder of all current residents with bikes.

Order bike maps from BikePGH

Conduct periodic storage area inspections, Flag bikes without tags, check against descriptions in bike registry. Assign new numbered tags to residents if needed. Contact past residents whose bikes still are stored on site.

Coordinate bike donation pickup with FreeRide.

Pool

Maintain mandatory document books and signage for ACHD Inspector and public

Inventory, order, restock first aid kit supplies for pools and offices

Interact with AED supplier as needed, order supplies when needed

In Office Coverage – Lot 24 specific

Assist Lot 24 Community Manager as needed

Interact with residents as needed

Additional tasks/projects as needed

Qualifications/Requirements

• within fast paced, detail oriented organizations
• Strong communication and interpersonal skills
• to detail and proactive approach to identifying and independently resolving issues crucial
• to handle the pressure of a dynamic work environment while tracking projects & meet deadlines
• with BuildingLink and MRI software a plus
• in Word, Excel and Outlook

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