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Position Title:Property/Brokerage Assistant
City/State:Raleigh / NC
Email resume to:lhcareers@lincolnharris.com
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Position Description:
SUMMARY:
Assists the Property Management team in the areas of tenant relations, administration, and property operations. Assist the Brokerage team as needed.

DUTIES AND RESPONSIBILITIES:
First point of contact for tenants and vendors who enter the Management office. As needed, escalate issues to Property Manager or Senior Property Manager.

Communicate with building tenants regarding all that occurs on the property including, maintenance projects, events, and parking rules/regulations

Assist with scheduling and coordinating tenant and property events and activities

Schedule with appropriate areas to have lights and after-hours HVAC if needed

Coordinate new tenant move ins/outs

Maintain property, tenant, vendor, and contact listings for Property Management

Maintain updated Certificates of Insurance, W-9 Forms, and Emergency contact(s) for each vendor

Perform annual tenant certificates of insurance audits

Assist with scheduling maintenance for the buildings

Assist with processing invoices for payment and maintain a schedule of invoices due per the accounting calendar

Assist in the preparation of third party documents; service/vendor contracts; construction contracts; and project documents

Prepare and maintain tenant lease files, including filing and follow-up on certificates of insurance, lease documents, lease amendments, and other related materials.

Maintain property work order system in Archibus and Mark V, including on-demand and scheduled work order input & dispatching, closing, time tracking, and general reporting

Maintain Property files (electronically as well as hard copies on-site)

Handle other duties as assigned

Support Broker Team as needed, including but not limited to the following:
Obtain market data information from a variety of database services (CoStar, LoopNet, Karnes, Tacquire, Real Data, Polaris); ensure information on leased properties is accurate and current; follow-up with Brokers as necessary

Respond to questions, forms, and surveys from outside sources concerning recent brokerage transactions and projects

Maintain and update Broker database information

Assist Brokers with market surveys which may include demographics, maps, building information

Prepare marketing packages for Brokers

Perform general administrative functions (i.e. type correspondence, fax, scan, download pictures from digital camera, coordinate mailings and overnight packages, etc.)

Handle other duties as assigned
Position Requirements:
High school diploma; four year degree preferred

At least two years of related experience required

Proven record of providing excellent internal and external customer service

Ability to be flexible to handle multiple and changing priorities; sense of urgency

Ability to work independently and in a team environment

Ability to take direction from multiple sources

Ability to grasp issues/assignments quickly

Self-motivated with excellent time management and organizational skills; ability to meet deadlines and balance workload during cyclical periods

Ability to work in an open work environment

Ability to maintain a proactive approach and a readiness to handle Client concerns and processes as well as unexpected emergencies

Knowledge of office administrative duties including the operation and trouble-shooting of typical office equipment

Familiarity with lease documents

Must maintain the highest level of professionalism and confidentiality

Strong interpersonal skills; excellent verbal and written communication skills; ability to effectively communicate with all levels of organization

Excellent attention to detail with a high level of accuracy

Experience with Accounting systems, especially using electronic Accounts Payable systems helpful

Excellent communication to effectively and clearly deal with tenants, vendors, employees and visitors.

Must be able to read and write English in order to understand manuals, procedures and to write reports.

Excellent working knowledge of MS Office (Word, Excel and Outlook) and work order database

Experience with a CMMS system a plus
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