Property Assistant

Job description

**Company Overview:** Founded in 1892, B. F. Saul Company has been one of the most successful privately-owned real estate companies in the United States. Our growth has been the results of a commitment to exacting standards and the belief that knowledge of the marketplace, when paired with the ability to commit to substantial resources, will bring exceptional rewards. The Office & Industrial Leasing Division markets and leases over three million square feet of office and flex projects owned and managed by B. F. Saul Company and its affiliates. Having a diversified portfolio of office and flex properties ranging from one-story corporate parks to 15-story, Class A office buildings allows the company to serve a much broader market. **POSITION SUMMARY:** Assists Management Staff (currently Property Manager, Engineering Manager, Operations Manager and Chief Engineer), in operational aspects related to the management of commercial office buildings with an emphasis on tenant customer service, HVAC repairs, janitorial, landscaping, parking, security, trash removal, tenant improvements, and special tenant work orders. Serves as primary coordinator of online work order system to ensure timely & professional responses to tenant requests from dispatch through completion including coordinating appropriate communications with employees, tenants, and contractors and following up when necessary. Adheres to established Policies and Procedures. Level of responsibility will vary by property. ### Summary of Competitive Benefits & Perks: - Health/Medical Insurance including Dental and Vision - 401(k) with company match - Paid time off - Bonus/Target Incentive - Tuition Reimbursement - Complimentary usage of modern in-house fitness center - On-premise full-service dining center discounts - Discounts via the company’s EAP - Monthly Employee Recognition Programs - Referral bonus - Pre-tax transportation options - Plus more! ### Company Core Values: - **Excellence:** Demonstrates a commitment to continuous improvement, innovation, and achieving the highest possible standards for performance. - **Ethics:** Demonstrates a commitment to integrity, peer respect, and fairness. Continuously demonstrates a strong work ethic by exhibiting an indisputable drive to get the job done. - **Results:** The product of consistently going above and beyond to deliver exceptional value for the team and the organization. ### Duties & Responsibilities of the Property Assistant: | | | --- | | - Interacts, on a daily basis with tenants, building engineers and contractors with emphasis on high level of customer service. Reports as required to Property Manager and associated Team Members regarding the status of relations with each tenant per guidelines provided. Demonstrates by word and deed a positive customer service attitude for all staff members, emphasizing the importance of tenant satisfaction and retention - Courteously handles customer work order calls or emails, determines priority level and responds accordingly following guidance from the Property Manager. Monitors status of work orders in online work order system from initial request through to completion. Follows-up on tenant requests to evaluate performance and tenant satisfaction. - Coordinates with security regarding the administration of the building card access and keying system. Provides access system updates as requested from customers. Distributes quarterly customer access card system rosters for customer review. Acts as a backup security system database administrator at level necessary to program cards, create security clearances, and produce database reports as advised by the Property Manager and/or Operations Manager. - Maintains and updates Work Order Database and creates periodic reports from the system for review by the Management Staff. This includes periodic requests for updates to tenant contact information. Maintains contact information for routine vendors. - Maintains current tenant insurance certificates requiring confirmation that the insurance certificate complies with the tenant’s lease requirements for coverage type and limits. Performs initial review of tenant lease insurance provisions. Maintains current vendor insurance certificates with coverage and limit levels stipulated by corporate policy. - Prepares and circulates communications to building occupants regarding operational issues and configures and maintains emergency communication templates for rapid use. - Works with tenants and security to coordinate moves, deliveries and loading dock scheduling. - Maintains Property Calendar and interfaces with the Property Manager and Operations Manager for tenant scheduled events in public space. - Assists Management Staff with development and coordination of customer events, promotions, and communications. - Assists with the preparation of bid proposals for service contracts and in the purchase of materials and services for the property and management office. - Coordinates scheduling with janitorial, elevators, pest control, trash, and window cleaning contractors. Assists property manager with evaluation of these services. - Coordinates building access by electricians, telecommunication providers and leasing personnel with engineering or security personnel. - In the absence of the Property Assistant-Accounting for daily breaks, vacation, or illness, assists with routine administrative, and accounting duties. Cross training with Property Assistant-Accounting will be required. - Maintains vendor contact information, emergency evacuation plans, and tenant guides. - Maintains lobby directory updates, notification postings and coordinates with vendor to resolve any equipment operational issues, - Assists with the development and implementation of process enhancements utilizing various software packages or technology. - Obtains utility consumption information from utility websites and updates Energy Star website. - Assists Property Manager & Management Team with the development of the operating budget. - Oversees and contributes to the processes required for moving in or moving out tenants. - Maintains and periodically updates the Property Assistant desk manual which specifies work processes for use by other property staff during the position’s absence. - Answers telephones in a professional manner and distributes calls among staff. Directs and greets all office visitors, prospects, contractors, and vendors. - Processes mail and internal paperwork and other office administrative duties. - Inspects properties daily to ensure that buildings are in good operating order and appearance. - Other duties as assigned. | ### Performance Standards of the Property Assistant: - Ability to understand basic building systems, building design, and interior construction - Excellent interpersonal skills and strong verbal and written communication skills - Demonstrates organizational & problem-solving skills - Ability to interact with tenants independently, both in person, via email and on the telephone - Effective team player working in a team environment - Proficiency in Word and Excel - Aptitude for learning and utilizing advanced software features for Word and Excel and new software programs that include computerized maintenance management software, security access system software and online form workflow software. - Excellent customer service attitude - Ability to work under pressure due to multiple, simultaneous customer service requirements and conflicting requirements. ### Experience / Education of the Property Assistant: - 2 years of office experience - 2 years of work experience in the commercial property management field required - Cove, MRI Angus, Building Engines, Yardi software experience preferred. - 4-year college degree preferred ### Physical/Environment Requirements of the Property Assistant: - Valid Driver’s License and reliable transportation to office and multiple properties currently in Greater Metro Washington area. This includes, but is not limited to Montgomery County, MD; Fairfax and Loudoun Counties, VA and Washington, D.C. - Ability to visit properties, building staff, and tenants. Ability to inspect exterior and interior of properties. ### Basic Expectations / Desirable Qualifications of the Property Assistant: - Professional. - Punctual, dependable and reliable. - Possession of strong organizational skills. - Intermediate Excel spreadsheet skills. - Must have high level of interpersonal skills to handle sensitive and confidential situations. - Position continually requires demonstrated poise, tact and diplomacy. - Ability to deal effectively and tactfully with a wide variety of individuals in person, via telephone and in writing. - Ability to work in a positive and cooperative manner with fellow team members. - Must possess strong attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. - Capability to work in fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands. - Ability to work independently on assigned tasks as well as to accept direction on given assignments. - High attention to detail. - Strong organizational skills ### Core Job Competencies of the Property Assistant: - **Communication**: Interact with employees at many levels of the organization and must have the ability to express ideas and information orally and in writing keeping in mind the intended audience. - **Decisiveness**: The ability to be proactive and gather the necessary data to make decisions and resolve issues in an appropriate and timely fashion. - **Planning & Organization**: Accomplishing specific goal(s) while managing time and resources to meet deadlines and expectations. - **Stress tolerance**: Performing well when faced with pressure due to time frame, workload, adversity, disappointment, or opposition. - **Attention to Detail**: Taking responsibility for a thorough and detailed method of working. - **Customer focus**: Knowing the (internal and external) customer business needs and acting accordingly; anticipating customer needs and giving high priority to customer satisfaction and customer service. - **Follow-up**: The ability to develop and employ appropriate and timely follow-up procedures on job-related activities.