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Kidder Mathews · 2 hours ago

Portfolio Assistant

Tacoma, WA

Full-time

Onsite

Entry Level

2+ years exp

Kidder Mathews is a leader in the commercial real estate industry, known for its innovative work culture and numerous awards. The Portfolio Assistant will support the Manager(s) in managing daily operations of the assigned portfolio, ensuring the properties are well-maintained and that tenant and owner relations are positive.

Commercial Real EstateConsultingReal Estate

Growth Opportunities

Responsibilities

Partner with Manager(s) and leasing team members to ensure that all vacant space is in “market ready” condition

Maintain building floor plans, vacant space log, and stack plans

Coordinate approval of and track process of leases, contracts, notices, and other time sensitive documents

Distribute lease documents to Owner, Administrative Assistant, and Tenant

Coordinate signage, keys, and distribution of property information sheet to Tenant

Receive, code, and track all invoicing related to lease commissions

As directed by Manager(s), assist Administrative Assistant in creating and maintaining lease and property files

Code invoices/payables in a timely manner each week

Research problems with invoices, including resolving past due balances

Create Account Action Request forms for Manager’s signature

Assist Manager(s) with annual budgeting process, to include re-bid of service contracts as directed by Manager(s)

Assist Property Manager(s) in preparation of monthly Owner statements - assembles, copies, and distributes financial reports

Review annual CAM reconciliations as assigned by Manager(s) and report findings to Manager(s)

Prepare new vendor set up form for approval by Manager

Request appropriate insurance information from new vendors ensuring all required information is received

As directed by Manager(s), assist in the collection of delinquencies by contacting tenants and preparing demand notices and pay or vacate notices

Assist with the budget preparation process, to include contacting utility companies, vendors, and contractors to obtain upcoming rate increases; compiling data for Manager(s) and property accountant for final budget input

Prepare weekly and/or monthly inspection reports for Engineer(s) to complete

Maintain and update “Desk Notes”

Prepare maintenance and service contracts for Manager’s signature

Dispatch vendors/contractors as directed by Manager(s)

As assigned by Manager(s), respond to and resolve tenant concerns

As directed by Manager(s), communicate with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved

Follow through on any needed repairs or maintenance as directed by Manager(s)

As assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issues

Ensure on-going contracted vendor services are performed on schedule, and that services meet contract specifications

As directed by Manager(s), review specifications and make recommendations to Manager(s) for necessary changes or updates

Request and review bids from contracted service providers; make recommendations to Manager(s)

As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to schedule repairs and work orders

Track tenant and vendor insurance compliance

Maintain courteous, service-oriented rapport with tenants

Promote and foster confident, comfortable relationships with owners

As directed by Manager(s), make collection calls to delinquent tenants

Perform other duties or projects as requested

Qualification

Commercial property managementExcel skillsMicrosoft Office SuiteCommunication skillsCustomer service skillsTroubleshooting skillsMulti-tasking abilityProfessional communicationOrganizational skillsAttention to detailRelationship building