Retail Property Assistant - Silver Spring, MD

Reports to: Assistant Property Manager

Assists: Marketing Director

                       

General Description

The Retail Property Assistant works with assigned manager(s) in assisting with the multiple tasks required for the management of the assigned properties.  The Retail Property Assistant interacts with clients, tenants, staff (engineers & porters, etc.), vendors, contractors and general public and always maintains a professional and helpful attitude.  

Administrative

  • Answer phones and greet visitors at the management office. 
  • Maintains a log of all tasks, projects and checklists pertaining to the properties.
  • Keeps office neat and orderly at all times.  Responsible for maintaining supplies, office equipment and general office appearance. 
  • Mail/parcel in-coming and outgoing organization and process. 
  • Schedule and organize meetings as requested
  • Maintain and update files.
  • Scan, title and abstract all documents into electronic documentation file systems.
  • Creates presentations and copies documents for meetings.
  • Attends and participates in recurring property meetings and transcribes meeting minutes.
  • Perform any other administrative duties as assigned.

Accounting

  • Maintain and update master invoice assignment sheets with accurate information in order to ensure consistent, proper invoice processing.
  • Process invoices through a web based payables system for approval and payment.  This includes:
    • Utilizing and following the coding sheets and processing invoices according to information provided.
    • Follow any additional directions from accounting staff for coding.  
    • Research any past due amounts and discrepancies.  This may require the Property Assistant to engage in research and negotiations to resolve the issue with vendors.
    • Converting of PDF’s into the web based payable format
  • Initiate and complete internal check requests as needed and directed.
  • Creation and mailing of invoices as may be directed.
  • Maintain, complete and administer tracking of all property utility usage and charges history.  This will require analyzing the trends of particular utility accounts to identify issues or potential changes that may be present or considered. 

Property Management/Marketing Support

 

  • Dispatching of vendors or contractors to complete a given task(s)/work.
  • Log all calls and information. 
  • Assist manager(s) with coordination and communication required to complete various projects.
  • Prepare RFI’s, RFP’s, contracts, letters and Memo’s. 
  • Maintain a contract and insurance matrix for informational and expiration tracking purposes. 
  • Conduct physical property inspections with manager(s).   Assist with the execution of the action items noted on the inspection. 
  • Update existing emergency contact list quarterly and ensure distribution
  • Maintain individual premises matrix to identify status of vacant/spaces under construction.
  • Perform other necessary tasks as determined from time to time.
  • Input, log and administer a work order/dispatch system.  POC for work order system and ensures tasks are completed and closed out. 

Please submit your resume to employment@petersoncos.com