Property Assistant, Virginia Gateway

Reports to: Property Manager

General Description

Seeking an energetic, professional, personable individual to become a key part of a dynamic team responsible for management and marketing of Virginia Gateway.

The Property Assistant (PA) position assists with the day‐to‐day functions of the project.  He/she also serves as the liaison with the retailers, restaurants and contractors. This individual reports to the Property Manager and supports the marketing team.

Core Values:

  • Honesty and Integrity
  • Communication

  • Teamwork

  • Accountability

  • Tenacity & Enthusiasm

  • Creativity

  • Professionalism

  • Drive

Administrative

  • Support Property Manager and Owner.

  • Filing and file maintenance including scanning to electronic archives.

  • Maintain and update as necessary all tenant contact information and e-blast address listing.

  • Maintains a log of all tasks, projects and checklists pertaining to the properties including roof leak calls, vendor invoice inquiries and work order logs.

  • Manage office including office supplies, maintenance contracts and conference room scheduling.

  • Writing work orders for Maintenance department based on information from tenants, technicians or based on information gathered from site visits

  • Drafting Memos and/or making phone calls to Tenants related to lease issues and preventative maintenance scheduling

  • Assist in preparing reports for monthly meetings.

  • Perform any other administrative duties as assigned.

  • Supports marketing team on events and promotions when needed.

Accounting

  • Maintain and update master invoice coding sheets
  • Process invoices through Nexus System (web based payables system) for approval of manager.  This includes:
    • Research any past due amounts and note the information on the invoice.
    • Working with/negotiating with vendors when discrepancies are found
    • Maintaining additional schedules tracking project costs and outstanding amounts owed
    • Complete internal check requests as needed
  • Create Direct Tenant Billings as needed (invoicing tenants).   
  • Maintain, complete and administer the tracking (via Microsoft Excel) of all property utility usage, charges and trends.