Kidder Mathews Phoenix , AZ 85002
Posted 6 days ago
Founded in 1969, Kidder Mathews (www.kidder.com) is the largest, independent commercial real estate firm on the West Coast, with more than 900 real estate professionals and staff in 20 offices in Washington, Oregon, California, Nevada, and Arizona. We offer a complete range of brokerage, property management, appraisal, consulting, and debt & equity finance services for all property types. The firm performs $10.9 billion in transactions, manages over 62 million square feet of space, and conducts over 2,600 appraisals annually. Kidder Mathews is an expanding, dynamic, vibrant and entrepreneurial firm and has been consistently recognized as a "best place to work" in multiple markets on the West Coast. Kidder Mathews Property Management is looking for smart, structured, and highly-motivated individuals. Our compensation is competitive with a full suite of benefits offered. Each office also provides full administrative and technical support in a professional environment
The Portfolio Assistant assists the Manager(s) in the day-to-day management of all aspects of operations for the assigned portfolio, in accordance with the goals and objectives of the individual Clients. Depending upon the composition of the Asset Services Team, the Portfolio Assistant may perform some of the duties of the Administrative Assistant.
Essential Functions
Leasing:
Partner with Manager(s) and leasing team members to ensure that all vacant space is in "market ready" condition
Maintain building floor plans, vacant space log, and stack plans
Coordinate approval of and track process of leases, contracts, notices, and other time sensitive documents
Distribute lease documents to Owner, Administrative Assistant, and Tenant
Coordinate signage, keys, and distribution of property information sheet to Tenant
Receive, code, and track all invoicing related to lease commissions
As directed by Manager(s), assist Administrative Assistant in creating and maintaining lease and property files
Financial and Reporting:
Code invoices/payables in a timely manner each week
Research problems with invoices, including resolving past due balances
Create Account Action Request forms for Manager's signature
Assist Manager(s) with annual budgeting process, to include re-bid of service contracts as directed by Manager(s)
Assist Property Manager(s) in preparation of monthly Owner statements - assembles, copies, and distributes financial reports
Review annual CAM reconciliations as assigned by Manager(s) and report findings to Manager(s)
Prepare new vendor set up form for approval by Manager
Request appropriate insurance information from new vendors ensuring all required information is received
As directed by Manager(s), assist in the collection of delinquencies by contacting tenants and preparing demand notices and pay or vacate notices
Assist with the budget preparation process, to include contacting utility companies, vendors, and contractors to obtain upcoming rate increases; compiling data for Manager(s) and property accountant for final budget input
Operations:
Prepare weekly and/or monthly inspection reports for Engineer(s) to complete
Maintain and update "Desk Notes"
Prepare maintenance and service contracts for Manager's signature
Dispatch vendors/contractors as directed by Manager(s)
As assigned by Manager(s), respond to and resolve tenant concerns
As directed by Manager(s), communicate with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved
Follow through on any needed repairs or maintenance as directed by Manager(s)
As assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issues
Ensure on-going contracted vendor services are performed on schedule, and that services meet contract specifications
As directed by Manager(s), review specifications and make recommendations to Manager(s) for necessary changes or updates
Request and review bids from contracted service providers; make recommendations to Manager(s)
As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to schedule repairs and work orders
Track tenant and vendor insurance compliance
Tenant and Owner Relations:
Maintain courteous, service-oriented rapport with tenants
Promote and foster confident, comfortable relationships with owners
As directed by Manager(s), make collection calls to delinquent tenants
Other Functions
Essential Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Skills and Ability
Good communication and organizational skills.
Professional ability to build relationships with clients, vendors and internal partners
Professional communication etiquette with good oral and written communication skills
Demonstrated ability to prioritize, multi-task and utilize resources to execute tasks within a deadline-oriented environment
Ability to speak, write and understand English
Exceptional attention to detail
Strong customer service skills with the ability to interface with prospective tenants, owners, employees, and management
Demonstrated initiative and trouble shooting skills
Demonstrated ability to recognize high quality maintenance work
Demonstrated ability to draft quality, well written emails, reports and letters
Education/Education
Required Knowledge
EXPERIENCe REQUIRED
Work Environment
Physical Demands
Supervisory Responsibilities
Kidder Mathews is an equal opportunity employer does not discriminate based on race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by law. Kidder Mathews will accommodate candidates with disabilities to complete this application. Please contact recruiting@kiddermathews.com if you need an accommodation. AZ, NV, OR & WA residents: We Participate in E-Verify. CA residents: We collect various personal data from employees and applicants for purposes related to employment. Please review the Notice of Data Privacy for Employees and Applicants for detailed information concerning what information we collect, the purposes for which information is collected and with whom such information may be shared. You can find this notice on our careers page at https://kidder.com/careers/.
Other details
Job Family Property Management
Pay Type Hourly
Min Hiring Rate $25.00
Max Hiring Rate $28.00
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Kidder Mathews