AQUILA is Hiring: Property Management Administrative Assistant

Company: AQUILA Commercial
Job Title: Property Management Administrative Assistant
Job Location: Austin, Texas
Salary: Paid plus Benefits
Company Description: AQUILA Commercial is a small, close knit group of fun, hardworking, and enthusiastic people who run Austin’s #1 local Commercial Real Estate Firm. We are looking for a Property Management Administrative Assistant to help our team in various capacities and accurately represent the AQUILA brand.

The Administrative Assistant is a front line position who assists building tenants, contractors, managers and visitors daily and requires strong customer service and organizational skills. Responsibilities include, but are not limited to: appropriately handling incoming and outgoing telephone calls, managing calendars, scheduling appointments, coordinating meetings and events, document production, tenant / vendor follow up, filing, and completion of other projects with minimal supervision.

Description of Responsibilities:

Administration

  • Process invoices daily and be able to identify the correct accounting codes.
  • Assists in coordinating all tenant security access cards for perimeter, garage, and fitness center.
  • Updates gross sales reports and property books.
  • Helps maintain property management calendar.
  • Performs clerical tasks for staff, as needed.
  • Help maintain building work order system and keep information up to date.
  • Maintain tenant and administrative filing system and assures all documents are properly filed.
  • Assists Property Manager, APM with building access for contractors.
  • Maintains the contractor/vendor lists.
  • Prepares building inspection reports, status reports, tracking reports, correspondence and files.
  • Assist with all incoming service requests and dispatch to appropriate personnel.
  • Retrieve, open, date-stamp and distribute all incoming mail.
  • Coordinate with existing tenants for the leasing tours.
  • Assist with planning and implementation of tenant events.
  • Assist with the preparation and tracking of vendor contracts.
  • Assist with filing, scanning and indexing
  • Other duties as assigned.
  • Assists with front desk reception and fills in for receptionist as needed.

Accounting and Reporting

  • Assists with the preparation and distribution of monthly and quarterly reports.

Insurance

  • Maintains insurance files for coverage required by tenants and vendors.
  • Responsible for notification letters to tenants and vendors thirty days before expiration of insurance certificate.
  • Coordinates with the Property Manager to prepare required loss prevention reports.

Engineering

  • Assist with scheduling and assigning work orders
  • Collect utility bill back info and input in records
  • Assist with orders as needed

Tenant Relations

  • Develop and maintains positive tenant relations by creating and sustaining good will and by providing consistently responsive quality service.
  • Coordinate and assists Property Manager and/or APM with tenant move-ins and move-outs.
  • Coordinate and assists Property Manager and/or APM with planning and implementation of periodic tenant events.
  • Assist in maintaining the tenant information manual and assures that information is current and correct.
  • Coordinate production of tenant signs, keys and directory information.
  • Prepare and maintain tenant contact lists.

Requirements

  • Minimum of three (3) years administrative experience is required.
  • High school diploma is required.
  • Commercial real estate experience is preferred.
  • Must possess strong interpersonal skills and an ability to work and communicate effectively with all levels of operations.
  • Must have the ability to manage time and multiple projects efficiently and achieve required results.
  • Must possess excellent customer service skills.
  • Must be detail oriented and well organized.
  • Proficient with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
  • High proficiency in written and spoken English is required.
  • Must be able to define problems, collect data, establish facts, and draw valid conclusions.
  • Physical Demands may vary. The individual is occasionally required to sit, stoop, kneel, and crouch. The individual may need to lift up to 20 pounds.
  • Responsiveness– Need to perform responsibilities with an acute sense of urgency to meet the needs of others; respond to solve problems; willing to accept a variety of tasks associated with this position.
  • Integrity– Demonstrate sound business ethics; consistently comply with organizational values; protect confidential information.
  • Customer Service –Demonstrate optimum customer service delivery while performing all job functions
  • Communication– Able to clearly express ideas; present verbal information in a straightforward manner; ask questions in order to open channels of communication; listen to understand perspective of others.

 

Application Instructions: To apply, please visit aquilacommercial.com/careers. Please note, if this position is no longer listed on the careers page, than the position has been filled. 
Desired Job Type: Employee, Full-time