Granite Properties

Position Responsibilities:

• Answers, screens and directs incoming calls as needed. Assists property and engineering teams with customer and vendor services
• Assists all visitors coming in the Management office
• Reviews Angus work order system throughout the day to ensure prompt response times; enters requests from customer and others into Angus as needed
• Communicates with building teams throughout the day or as needed as issues arise
• Assists Property Manager (PM) / Senior Property Manager (SPM) with property budget, reforecast, pre-bill, and reconciliation processes including obtaining bids and related pricing
• Service Contract Administrator:
• Verify vendor is active in HQ; if not, complete new vendor set up, including vendor activation in HQ and providing appropriate billing information
• Determine what contract is needed and draft as needed. Check with PM / SPM for accuracy
• Monitor and track contracts to completion
• Upload to HQ
• Continuously monitor expiring service contracts. Work with PM / SPM to conduct bidding process.
• Conducts walkthroughs/property inspections with vendors and building engineers, as requested by PM / SPM, to compile a list of maintenance items. Coordinates vendor maintenance issues. Follows up on the status of vendor jobs
• Monitor customer accounts receivables and complete all necessary forms, notices, and communication as directed by PM / SPM
• Tracks certificates of insurance for customers and assists in obtaining vendor insurance certificates. When necessary, prepares correspondence for any insurance issues
• Codes invoices for payment, obtains PM / SPM’s approval
• Assists with customer correspondence, including letters, memos, newsletters, notifications in Angus, etc.
• Work with PM /SPM to implement Together We Connect Customer Events
• Coordinates tenant events, furnishing contracts as needed
• Facilitate misc. tenant offerings
• Market events to tenants via memo blasts, lobby posters, lobby directory
• Coordinates estimates resulting from customer work order requests through Angus proposal function
• Prepares all customer billings including verification of sub-meter charges, access cards and misc. work orders.
• Completes data entry for utility tracking and other benchmarking tools
• Update monthly janitorial cleaning inventories
• Maintains access card database including collection applicable forms and adding to system
• Assist in scheduling building training/conference facilities
• Monitor fitness center for necessary maintenance items, coordinate any cleaning and supply orders
• Schedules conference room reservations
• Active member of the CCC Squad (Customer Community Creator) and assists in coordinating building functions in conjunction with property team. Assists property team with other customer-related functions
• Maintains property files including customer and vendor files
• Maintain all customer contact lists and building directories
• Assists with the coordination of move-in/move-out
• Assists with lease administration including lease summaries and rent increase correspondence
• Opening and distributing incoming mail and interoffice mail
• Maintains management office, orders supplies, stocks breakroom, and coordinates repairs of office equipment
• Sends weekly Mailchimp newsletter emails to customers and maintains the database
• Ad hoc responsibilities as assigned

Essential Functions:

• Ability to consistently apply education, experience and good judgement to the job responsibilities at a consistently high level of performance, both in quantity and quality.
• Ability to consistently and resourcefully handle multiple priorities under rapidly changing circumstances and goals, including within short timelines.
• Ability to consistently, frequently and effectively communicate, coordinate and collaborate with individuals and groups primarily face-to-face, but also by telephone and electronic media.
• Exceptional ability to adapt, to innovate, and to understand and comply with Granite’s policies and culture, along with all applicable laws and the highest ethical standards.
• Ability to concentrate for long periods of time, whether alone or working with people in close proximity to you.
• Ability to consistently attend work and to be punctual at the office.

Role-Based Competencies: 

• Drives Results – taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm; Consistently achieving results, even under tough circumstances
• Customer Focus – Building strong customer relationships and delivering customer-centric solutions; Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
• Cultivate Innovation – Creating new and better ways for the organization to be successful
• Situational Adaptability – Operating effectively, even when things are not certain or the way forward is clear; Adapting approach and demeanor in real time to match the shifting demands of different situations
• Technical Acumen – Understanding the purpose and basic processes of their assigned functional area

Qualifications/Requirements:

• High school diploma or general education degree (GED) required
• 2-4 years of property management experience or strong administrative experience
• Proficient in Microsoft Office, Outlook and JD Edwards
• Excellent customer service skills

Physical Requirements:

• Hearing and visual ability to observe and detect and appropriately react to signs of emergency situations.
• Ability to independently move throughout the office and property, and consistently and continuously perform essential job functions.
• Ability to lift and/or move up to 25 pounds.

Travel Required:

Minimal travel, up to 5%. 

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.