Assistant Commercial Property Manager

Bluestone Real Estate Services•Portland, OR

1d•Onsite

About The Position

Bluestone Real Estate is a leading property management company dedicated to providing exceptional service and enhancing the living experiences of our residents. As an Assistant Commercial Property Manager, you will support all Property Managers and the Vice President of Commercial Management with daily tasks to ensure compliance with department procedures as well as providing a high level of customer service to our tenants and clients. You will also oversee the day-to-day operations of a small number of simple properties directly. This position is located in our corporate office and includes travel to properties in the Portland metro area. The position is typically Monday-Friday but can involve other days and hours.

Requirements

1 year experience in an administrative support role.
Excellent customer service skills.
Strong communication skills (written and verbal), including the ability to use tact and diplomacy in sensitive situations, while maintaining confidentiality.
Proficient use of basic office machines and computer software, including Word, Excel, and Outlook.
Strong attention to detail.
Ability to deal with interruptions and to successfully perform multiple tasks.
Ability to set priorities, manage time to meet deadlines and organize tasks & projects.

Nice To Haves

Experience in Property Management or related field.
Experience with or ability to learn property management software program(s).

Responsibilities

Answer and appropriately route incoming calls.
Serve as primary contact for a wide range of tenant and property service issues; coordinate service calls with appropriate vendors and maintain work order log.
Maintain department email inbox.
Track vendor compliance and assist as needed.
Set up new tenants and facilitate move-out settlements for the portfolio.
Coordinate third party vendors to complete tasks as needed at properties.
Send monthly client financial packets.
Review invoices; track completion of work orders and request invoice revisions as needed.
Maintain, track, and request property and tenant insurance certificates.
Provide administrative support to portfolio as requested: prepare correspondence, schedule meetings, track and file documents, maintain all file systems, and generate or update documents using Word, Excel, and Outlook.
Assist in annual operating expense reconciliations and other accounting related projects.
Meet vendors onsite, deliver keys, and assist with other property errands as assigned.
Inspect properties in accordance with departmental procedures.
Assist with a variety of special projects or administrative assignments.
Provide coverage for Reception desk as needed.
Other duties as assigned.
Perform weekly site visits to the properties assigned to you.
Correspond with ownership on a regular basis regarding their property.
Review monthly operating statements and prepare variance reports.
Annual property budget preparation for each property assigned.
Track tenant delinquencies and send the proper collection/eviction notices.