Retail Property Assistant - Silver Spring, MD

Reports to: Assistant Property Manager

Assists: Marketing Director

                       

General Description

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

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 Assistant Property Manager and supports the marketing team.

 

Administrative

  • Answer phones and greet visitors at the management office.  Answer questions or direct to appropriate person.
  • Maintains a log of all tasks, projects and checklists pertaining to the properties.
  • Schedule meetings as requested and take meeting minutes.
  • Scans documents into Laserfiche (electronic documentation file system) and maintain physical file system. 
  • Perform any other administrative duties as assigned.
  • Supports marketing team on events and promotions.

 

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
    • Converting PDF scan of invoice into Nexus payable format
    • 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.

 

Management

  • 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
  • Informing the tenant of the lease obligations and present them with keys,
  • Notifying them as their expiration date approaches & informing them of their
  • Obligations upon move out
  • Obtaining Bids – Snow removal, landscaping, rubbish & maintenance/repairs

Please submit your resume to employment@petersoncos.com