22 ene
Sagan Recruitment
Xico
Job Title: Administrative Assistant with Property Management Experience
Location: Remote (PST Time zone)
Salary Range: up to 2000 USD
Work Schedule: Monday - Friday, 9:00 AM to 5:00 PM (PST)
NOTE: INDEPENDENT CONTRACTOR POSITION
Company Overview:
Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent. We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies. Discover a world of career possibilities with Sagan.
Position Overview:
We are seeking an Administrative Assistant who will be assisting across the portfolio. This individual will communicate directly with the Property Management department and be relied upon for support. Specifically, the Administrative Assistant is expected to engage in all aspects of administrative duties including drafting documents/memos, organizing files, scanning, collect documents, and miscellaneous tasks as assigned. An ideal candidate will achieve results through a strong work ethic with a focus on quality performance and timely execution, detail-oriented with good follow through and will be proactive and will take initiative in our fast-paced, ever-changing environment.
Key Responsibilities: Tenant Relations: Draft and distribute general correspondence and memos, including quarterly newsletters.Issue notices to tenants regarding lease compliance matters.Communicate project announcements and coordination details to tenants.Address incoming inquiries from tenants and direct them to appropriate internal parties.Generate license agreements for temporary tenants.Distribute tenant onboarding packages for new acquisitions.Assist in the estoppel process during transactions.Review Certificates of Insurance and ensure tenant compliance using Jones COI software.Call and follow up with tenants that lease administration was unable to collect sales reports from
Vendor Relations: Coordinate vendor access to properties, ensuring a Certificate of Insurance is on file.Compile complete packages for legal to expedite vendor contracting within 24-48 hours of a property manager's request.Facilitate new vendor setup in Nexus and ensure inclusion in MRI for payment processing.Collect completed W-9 forms from all vendors.Issue necessary notices for service assignments or cancellations.
Property Operations: Assist with utility transfers and similar services as needed.Schedule and track recurring monthly, quarterly, or annual inspections.Manage work orders by submitting them to vendors for resolution of reported issues, then track progress and update property managers.Support property managers in preparing bid packages, tracking receipt, and managing any necessary follow-up.
General Administrative: Provide direct administrative support to the Property Management department.Organize and maintain documents for tenants, clients, and vendors.Ensure accurate tenant and vendor contact information in the CRM.Conduct research, gather data,
and handle special projects as assigned.Maintain contact and emergency lists by property using Teams and HubSpot.Collaborate with internal teams to supply appropriate forms for new tenant deliveries, lease changes, or tenant move-outs.Generate reports from internal software systems such as MRI for the property management team (e.g., variances, vital factors).Perform other miscellaneous duties as assigned by Property Management.
Vital Goals/Performance Measurements: Professional appearance and interaction with tenants. Timely response to all tenant mattersEnsure all systems are working properly and efficiently100% follow through on all tasksEnsure collection of Certificates of Insurance at least one day before move inCreate and maintain 100% accurate Emergency Contact List by tenant,
update as neededMaintain 100% accurate Tenant Contact List for all tenantsMeet deadlines for all vendor contractingFollow up from property inspections are complete in a commercially reasonable timeframeProductivity of Property Managers increase to take on larger AUMPositive attitude and flexibility to deal with a fast-paced environmentFile incoming correspondence weekly
Position Competencies: Strong organizational skillsStrong interpersonal and communication skills (written & verbal)Detail-oriented and able to maintain a high quality of work under pressureSelf-motivatedInquisitive and problem solverAbility to multi-task and prioritize workloadAbility to write clear, professional reports and correspondenceAdvanced proficiency in MS Office Suite and AdobeAccountable and strong ability to manage upAbility to interpret legal and confidential documents such as leasesMRI and Nexus experience is a plus
Job Experience Qualifications: Must have 2-4+ years of experience in an administrative role (commercial, retail,
property management experience a plus)Background in Real Estate Industry.Strong Microsoft Office Suite skillsLaptops that are compatible with Microsoft (we will supply Microsoft Suite)
Please note: To ensure prompt processing of your application, we kindly request that you submit your resume and an introductory video in English format.
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