Assistant Property Manager

HTA is dedicated to the medical office sector, which allows the company to develop dedicated, long term relationships with healthcare systems, academic medical centers and teaching hospitals, key physician groups, developers, and other industry participants in this space.

This position is responsible for performing property management duties and providing administrative and property management support to the property management team in HTA’s Austin, Texas office. This position will work with tenants, building engineers, property managers, vendors and regional management to ensure that property management services are delivered adhering to the highest standards. This position will be responsible for assisting with all phases of day-to-day operations, and requires an individual who is comfortable working within a variety of systems, delegation of tasks, and prioritizing a diverse work load.

Responsibilities:

• Assist with contract administration including document preparation; assist with bid process of contract services and construction work
• Accounts Payable – review and code uploaded invoices for processing, approval and payment.
• Prepare correspondence & communications to tenants, vendors and staff
• Assist with preparation and distribution of monthly financial reports, including variance reports
• Assist with Aged Delinquency reports, tenant collections, delinquency and notices; work with accounting department to ensure payments are posted correctly.
• Budget preparation
• Assist with annual reconciliations
• Assist with tenant issues effectively and with proper follow-through
• Prepare tenant move-out packages
• Direct tenant charges
• Assist in tracking capital improvement work
• Work on special projects under supervision of Property Manager
• Maintain filing system including tenant, accounting, vendor, contracts, insurance certificates, building plans and more
• Perform general administrative and clerical functions such as copying, printing, scanning, filing and faxing
• Coordinate and facilitate marketing initiatives.
• Tenant improvement coordination assistance and tracking
• Email and physical address database management: prospects, tenants, brokers, vendors

• Bachelor’s Degree in business field preferred but not required; related experience a plus
• 3+ years of prior Commercial Real Estate related experience
• Basic understanding of lease terms
• Experience in leasing and construction administration preferred
• Proficiency in Microsoft Office, including Word, Excel and Outlook
• Experience in bookkeeping, reconciliations, balance sheet analysis, general ledger, AP and AR
• Prior experience using MRI Software preferred
• Excellent oral and written communication skills
• Work well under deadlines and high volume of work prioritizing workflow as needed with little direction
• Must be flexible, able to manage multiple parallel tasks where priorities and deadlines shift frequently
• Must possess excellent organizational skills; must be detail-oriented and able to handle multiple projects at any given time
• Extreme professionalism with a strong focus on customer service
• Must be self-motivated, take direction well, and complete tasks on time

Experience in the following software is a plus:

• MRI
• Avid Xchange A/P
• Angus Work Order
• Chrome River Expense Reporting
• SharePoint
• Adobe