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Application Procedure:
1. Complete a job application form by clicking on the "Apply for this Position" button;
2. Submit the application to HR by clicking on the "Apply" button, once the application is completed;
3. You will receive an email reply acknowledging receipt of your application.

Job Detail

Date Position Available: Immediately
Job Title: Commerical Property Assistant
Division/Department: Property Management
Location: White Plains, NY
Salary: Depending on Experience
Work Schedule: M-F; 8:00 am-5:00 pm
Reports To: Property Manager
Contact: HR
Contact Phone Number:
Summary: Assist in coordinating all areas of administration and management relating to the assigned building(s).
Job Description: Reviews incoming system work orders upon receipt and takes appropriate action to include: Delivery of work orders to appropriate Property Manager for review and direction Call vendor/contractor as directed Respond to work orders by paging engineer or contractor/vendors Place work orders in engineer’s pick up tray Close work order in system after work is completed Coordinate/relay special tenant request on janitorial issues to night supervisor Responsible for answering and monitoring incoming telephone calls as directed Maintains current property, tenant, vendor and contact listings for Property Manager Maintains tickler system for service contracts and insurance certificate expiration dates Responsible for obtaining new service contracts, vendor insurance certificates, and tenant insurance certificates before they expire. Maintains tickler system for tenant leases and insurance certificate expiration dates Invoice Processing: 1. Reconciles invoices (taxes and totals) 2. Researches invoices with previous/past due balances 3. Reviews invoices with engineers to clarify appropriate coding 4. Calculates and records/codes allocations as instructed 5. Copy invoices as directed Maintains property and administrative files Maintain information as required for accurate use of work order system Assists in the preparation of: 1. Third Party documents 2. Service/Vendor Contracts 3. Construction contracts and project documents 4. General correspondence as directed Assumes additional duties and responsibilities as requested by Property Manager Fully abstract all leases and review Lease Profile and Rent Rolls monthly for accuracy. Review rental statements for accuracy and mail out to tenants. Follow AR procedures on collection of rents. Complete monthly A/R report for PM review. Coordinate month-end close with Senior Accountant to ensure billing adjustments and invoices are paid and/or accrued accurately. Perform and/or assist Property Manager with annual common area maintenance expense reconciliation and estimated expense charge accounting. Run monthly budget variance reports complete with variance explanations (as necessary), delinquency reports, rent rolls, income statement and general ledger, etc. and give to PM for review. Complete monthly operating report schedules provided by accounting for PM review. Assist in annual budget preparation package for owner. Order new tenant plaques and directory strips for new tenants. Also coordinate any necessary changes to existing tenant signage. Assist in leasing efforts with Leasing Agent and Property Manager and show available space and copying space plans for prospective tenants. Assist in meeting Owner’s goals and objectives for each property as necessary. Calculate the CPI increases on leases and notify accounting of such and changes Prepare the tenant hard copy of lease for execution Monitor executed leases for distribution Monitor tenants for late payments of rent and call tenants to remind them of the rental payment Prepare letters for past due receivables as directed by Property Manager
 Job Requirements: High School Diploma Associates Degree or higher is preferred Two or more years office work experience Proficient with Microsoft Excel, Word, Outlook Background in property management preferred Excellent written and verbal communication skills Ability to read and interpret detailed documents such as leases Ability to work will with limited supervision in a fast paced environment Exhibits high degree of professionalism Attention to detail Self motivated individual with the ability to meet deadlines and schedules. Exhibits sense of urgency. Strong ability to multi-task