Australian Property Management Admin Assistant

Administrative Duties:

Assist Property Management with the day-to-day operations and tenant relations through the coordination of tenant requests and administration of maintenance services.

Answer and route phone calls from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.

Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.

Provide high-quality customer service, update and maintain current daily and emergency tenant contact lists and tenant information manuals.

Provide support to Property Managers by producing, modifying and /or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous type-written information.

Process correspondence for tenants, contractors, and other third parties for Property Management staff.

Maintain and update insurance certificate files for all contractors performing work at the properties.

Assist with the scheduling of contractor work and coordinate with tenants. Contribute toward overall office operational needs by helping to provide phone coverage, and ordering supplies.

Maintain and update as necessary all tenant contact information, after-hour access

Maintain reported Risk Management Policies and Incidents immediately upon occurrence and emergency contact information as well as a master tenant contact e-mail address listing.

Handle miscellaneous assignments as requested by management

Maintain a highly organized filing system for leases, tenants, insurance certificates, vendors, buildings, drawings, contracts and POs.

Assisted property manager as needed on special projects

Assist with the coordination of rent/lease collections

Tenant Services

Assist and administer lease agreements

Dispatch tenant work orders; Maintain tenant work order e-mail

Handle tenant, vendor, and prospective tenant walk-ins

Assist with tenant and vendor-related interfaces as needed

Assist Property Manager with tenant relations as required

Experience/Skillset you should include:

Knowledge of office and accounting procedures

Exceptional computer skills – MS Office Suite

1-3 years of administrative experience in a commercial leasing office environment

Australian Real Estate experience is required

Familiarity with facilities operations

Excellent customer service and communication skills

Strong ability to work independently; Ability to research and problem solve

Demonstrated knowledge of phone and email procedures and etiquette

Ability to prioritize and meet deadlines.

Strong attention to detail