Now Hiring - Assistant Property Manager/Administrative in Rockford, IL

POSITION SUMMARY: The Property Maintenance Assistant performs a variety of tasks that support the operation of the Property Management department. Duties will shift depending on workload and priorities of the team.

ESSENTIAL FUNCTIONS:

The essential functions or duties listed below are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to the position.

Essential functions and duties of the job are:

• Coordinate Maintenance Tech Dispatch with Maintenance Operations Manager, prioritizing calls and assigning work orders across portfolio to maintain efficient operations
• Enter Work Orders
• Daily items
• Property Inspections
• HVAC PMS
• Manage tenant requests sent via email or by phone
• Manage unassigned work orders
• Coordinate annual planning and scheduling of janitorial, snow removal, trash, elevator, pest control, landscape and lot sweeping services
• Track annual services ex. Backflow, fire sprinklers, fire extinguishers, lot sweeping, spring/Fall irrigation startup & shutdown, trash can site pickups, janitorial, elevator
• Assist with bid requests; track and create comparison spreadsheets ex. Landscaping & Snow Removal Services
• Communicate Maintenance activities with Tenants and outside vendors
• Source new vendors in various trades
• Contact vendors to get pricing quotes for equipment, materials, and services
• Compile bids in a spreadsheet
• Facilitate execution of contracts
• Initiate new vendor on-boarding process, coordinating with Finance & Legal as necessary (obtain w-9’s, certificates of insurance, and establishing invoicing protocol)
• Scheduling building inspections and walk-throughs
• Inventory management of materials, equipment, and supplies
• Review & code invoices, review service agreements for accuracy and related scheduling
• Document filing and organization
• Collect receipts from Maintenance Techs
• Create POs for receipts
• Keep master property list current
• Create, track, and enter Purchase Orders for Vendor Work into planner
• Collect, organize, research, and present data as necessary ex. Asset Spreadsheets, and any other property attribute related spreadsheets
• Data Input for SAGE software data consolidation
• Provide strategic support for maintenance department
• Perform all responsibilities in a fast-paced, constantly changing environment
• Other responsibilities, as requested.

RECOMMENDED MINIMUM QUALIFICATIONS:

Education and Experience

• Experience in real estate, construction management or business is helpful
• Bachelor’s degree in real estate, construction management, business or finance is preferred
• Graduates majoring in Property Management or Construction Management a plus

Knowledge, Skills and Abilities

A candidate for this position should have thorough knowledge of the following:

• Previous experience in construction management or other related fields
• Familiarity with general computer software, such as Microsoft Word, Excel
• Strong organizational skills required
• Strong communication skills
• Adaptability and quick learning
• Deadline and detail-oriented
• Prior SAGE software use is helpful

EOE

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• On call
• Weekends as needed

Work Location: In person