JOB SUMMARY: Represents the company as the first point of contact for all tenants and guests of the Property Management Office. Administers Tenant Service Requests and monitors response time. Provides primary administrative support to the Property Manager and the Assistant Property Manager. Serves as liaison between tenants, engineering and security staffs, janitorial vendor, and other service providers. Administers and maintains tenant A/R and A/P processes.
JOB RESPONSIBILITIES: --Represent the company as the first point of contact for tenants and visitors and provide high quality customer service. Directs calls and service requests to the appropriate contact within Property Management and/or dispatch engineering, security and janitorial 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.
--Updates and maintains daily and emergency tenant contact list and Tenant Handbook.
--Provides direct support to the property management team in coordinating the day-to-day activities of the building staff and contract services in fulfilling the needs and addressing the issues of tenants.
--Maintain and manage Certificates of Insurance (COl) for tenants and all vendors/contractors performing work at the property; responsible for issuing and updating daily building notes and maintaining other records and files pertinent to tenants and vendors.
--Actively participate in tenant retention program; coordinate and communicate tenant events such as holiday events, blood drives, ice cream socials, etc.; handle tenant move-ins and moveouts; orients new tenants on building policies and procedures.
--Responsible for general administrative tasks including answering phones, distribution of mail, written correspondence especially to tenants, ordering supplies, computer and data entry work, preparing spreadsheets and reports, greeting visitors and tenants, and logging and dispatching tenant service calls.
--Monitor account receivables and report any delinquencies to Property Management; prepares rent adjustment forms when applicable
--Prepares monthly tenant rent statements and tenant work order billings with supporting documents. Calculates and prepares monthly utility charge backs for approval
--Responsible for routing, coding and processing invoices; performs data entry into accounting system, runs vendor history and GL reports, communicate with vendors
--Coordinates with Property Management for rent roll-up and reconciliation and compiling monthly report to Asset Manager
--Responsible for preparing vendor service contracts, purchase orders and obtaining vendor bids for special work and/or services
--Monitors recycling/composting levels and initiatives; Secondary support for Energy Star profiles, building profiles, property quality assessments, vendor proposals, etc.
--Assist with preparation of LEED renewal, Toby Award, BOMA 360 and other projects requiring documentation and presentation materials.
--Prefer 1-2 years of related work experience in a similar role
--Strong computer related skills including Microsoft Office, Word, Excel and PowerPoint
--Excellent prioritizing, organization and multi-tasking skills; Strong administrative, time management and phone skills are necessary. Must be able to handle constant interruptions with a smile :).
--Must be customer oriented with excellent oral and written communication. Extroverts wanted!
--Should have general understanding of the accounting systems (accounts payable and receivable)
Additional Salary Information: You will also be considered for participation in the Company’s discretionary bonus plan up to 15% of base salary. Bonuses are based on company and individual performance as the purpose of the plan is to encourage and reward the attainment of established business goals. Bonuses are paid solely at the discretion of the company
and subject to applicable taxes. You must be employed at the time incentive bonus payments are issued
to be eligible.
About Columbia Property Trust
Columbia Property Trust (NYSE: CXP) owns and operates Class-A office buildings, primarily in high-barrier-to-entry, primary markets. Our portfolio includes 16 office properties containing eight million square feet, concentrated in New York, San Francisco, Atlanta and Washington, D.C.