Position Information

Essential Responsibilities

Include, but are not limited to, the following.

• People skills are rooted in the spirit of teamwork, mutual response, and accountability.
• Initiative-taker and an individual contributor to other functions within NFI Real Estate – Asset Management, Construction-TI, Finance, and Legal.
• Excellent time management skills and ability to meet deadlines.

Customer Service:

• Maintain tenant coordination information of contacts, services, systems, and other pertinent operational information; routinely organize and update.
• Onboard new tenants for work orders and preventive maintenance programs.
• Answer tenant calls, log work orders, schedule maintenance work, and follow up.
• Ensure a successful tenant experience.
• Analyze data on work order and services, make recommendations to improve responsiveness and efficiencies.
• Be a liaison between the Tenant and Property Management Team.

Administration:

• Prepare and track vendor contracts, bid documents, purchase orders, and payables.
• Maintain efficient electronic filing systems for tenants, vendors, and properties; provide auditing on a routine basis.
• Accounts Receivable process and tracking support.
• Run monthly reports for review as needed.
• Coordination of Leasing, Construction, and Acquisition handover to Property Management activities.
• Tenant onboarding activities: welcome handbook, emergency procedures, services, and contact information.
• Attend team meetings, maintain, and monitor database and follow-up tracking.
• Vendor partner onboarding activities: rules and regulations, W9, risk mitigation, and billing practices.
• Certificate of Insurance compliance for tenants and vendors.
• Assist Director of Property Management in preparation of budgets, operating expense reconciliations, escalation, billings, and letters to tenants in compliance with established operating standards.
• Draft, proofread and send correspondence to tenants and vendors as needed.
• Prompt and proper coding of invoices as applicable; ensure work orders/purchase orders are cross-referenced with work performed and billed.
• Provide administrative support to other departments and special projects as needed.

Requirements:

• High school diploma or general education degree (GED).
• Minimum of 5 years of administrative support experience; real estate preferred.
• Ability to juggle multiple priorities and maintain strong relationships.
• Able to work independently and effectively as part of a team.
• Strong problem solving, time management, and organizational skills.
• Ability to take ownership of work.
• Ability to work effectively in a changing environment with strong critical thinking skills.
• Excellent verbal and written communications skills, effectively present information to tenants, perspective tenants, brokers, owners, and other employees.
• Experienced with using internet-based software applications to include Word, Excel, and PowerPoint; Yardi experience strongly preferred.
• Valid driver’s license required