Property Management Assistant

Prologis

(Baltimore, Maryland)
Full Time
Job Posting Details
Summary
Prologis is seeking a Property Administrator in our Baltimore/ Columbia office. This position is primarily responsible for supporting a Property Management team. The challenges of the position will be dealing with multiple priorities and in being aware of and responsive to internal and external customer needs. The position will be fast-paced, handling many issues concurrently which are often time-sensitive and/or confidential.
Responsibilities
* Upon lease execution, enter new tenant lease terms and information in YARDI system * Arrange for distribution of lease, payment coupons, and welcome book to new tenant * Prepare and distribute tenant move-in notification internally * Arrange for transfer of utilities to new tenant * Contact existing tenants and vendors as necessary to receive current and correct proof of insurance coverage, HVAC maintenance contracts and emergency contact lists * Enter monthly tenant charges in YARDI and print out aging reports for property manager’s review * Print out and assemble monthly financial reports for property manager’s review * Code and enter all property management invoices * Assist property manager with tenant repair requests and coordinate with maintenance technician and vendors as necessary * Assist with tenant relation activities (appreciation event, renewal gift, tenant surveys, etc.) * Update assorted meter, lockbox, alarm code and contact sheets * Copy and file reports, documents and materials * Establish and maintain detailed files for all tenants * Maintain accounts payable files * Review and reconcile maintenance technician’s purchasing card account * Complete check request and expense reports for management approval and forward to appropriate department for processing * Assist with vendor contract preparation * Receive, direct and follow-up on incoming phone calls. * Coordinate and plan meetings for management as needed * Schedule appointments for staff as appropriate * Update and change distribution lists, correspondence lists, etc. * Follow-up on deadlines and assist with reports * May train/coordinate work for new administrative assistants * All other administrative duties as assigned by the supervisor
Ideal Candidate
**Essential Skills & Experience:** * Requires a High School Diploma or General Education Degree (GED) or three years’ experience in Administration or related field and/or training * Able to work a regular working schedule of 8:30AM-5:30PM * Proficient knowledge of the Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook) * Ability to carry out specific oral and written instructions * Meticulous attention to detail, accuracy and possess strong organizational skills. * Execute responsibilities with a sense of urgency and follow-through * Customer service mind-set and a team player mentality * Positive, proactive work ethic and approach * Proven ability to communicate effectively (oral and written) with customers, peers, management, contractors and vendors * Demonstrated abilities to prioritize and manage multiple assignments in a fast-paced environment to meet deadlines with efficiency and accuracy * Show tact, discretion, confidentiality and good judgment in handling sensitive and confidential matters and documentation **Nonessential Skills & Experience:** * College degree preferred
Compensation and Working Conditions
Benefits Benefits included

Additional Notes on Compensation

Prologis offers a competitive salary, a comprehensive selection of benefit options, including 401(k) with company match.

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