Concierge/Investment Assistant

Description

General Position Summary:

The Concierge/Investment Assistant is responsible for providing general and administrative support for Schnitzer West’s management team, providing exceptional customer service to the tenants and guests of the building, as well as assisting in the management in accordance with Schnitzer West policies and the Property Management Agreement for the property.

Essential Functions/Major Responsibilities:

1. Tenant Relations

• Greet and welcome visitors and tenants of the building.
• Assist visitors and tenants with directions to tenant suites, and answer questions about the building, facilities or amenities.
• Provide information or referrals to available area amenities e.g., restaurants, shopping, lodging, dry cleaning, florists, activities etc.
• Assist tenants and management team with planning special events.
• Assist with property tours and preparation of supporting materials.
• Assist in cultivating positive tenant relations.
• Serve as primary contact for tenant service requests (Building Engines), coordinate service calls with building engineers, maintain tenant service logs, and coordinate meetings.
• Respond to tenant requests promptly and assist in answering tenant questions and resolving tenant concerns.
• Prepare and maintain tenant contact information and mailing lists.
• Coordinate closely with Day Porter to ensure the building is maintained to a Class A standard.
• Assist as needed with scheduling conference center rooms.
• Create and maintain property newsletter and building information brochures.
• Serve as primary contact to establish and maintain access controls.
• Maintain fitness center membership program to include invoicing of monthly dues (if applicable).
• Develop and lead Tenant Anniversary Program and Quarterly Treat Campaign.
• Maintain and update Tenant Handbook, distributing to new tenants, and maintaining updated copy on website for downloading.
• Provide secondary support of food truck vendors, distributing schedule to tenant contacts, and maintaining updated schedule on website.
• Maintaining frequent updates on Instagram, Facebook, and website, as applicable, for building events and other local events of interest.

2. Administrative

• Provide full administrative support, including phone support, correspondence, mailings, filing, scheduling meetings, documenting meeting minutes, greeting visitors, managing team calendars, coordinating travel, and all general office administration duties
• Maintain lease files, vendor files, property files.
• Track and maintain certificates of insurance, ensure compliance with tenant leases.
• Generate information using Word and Excel; run reports from Schnitzer West management programs as necessary or requested.

3. Vendor Coordination

• Assist with preparation and administration of vendor contracts and performing property walk-through with vendors when necessary.
• Coordinate and collect bids for recurring and non-recurring work.
• Track and maintain certificates of insurance, ensure compliance with vendor requirements.
• Assist in administering fire-life-safety programs as necessary.

4. Accounts Payable/Receivable

• Code all property invoices for approval.
• Process expense reports.
• Review and reconcile vendor invoices with purchase orders/quotes, code invoices and assist project accountant in obtaining necessary invoice approvals.
• Research and resolve invoice discrepancies.
• Monitor tenant delinquencies and conduct collection calls as needed.

5. Office Management Support

• Office Supply Management: monitor and replenish office supplies as necessary.
• Conference Room Management: monitor, furnish, and clear conference room prior to scheduled meetings.

Secondary Functions

• Assist with special projects or other administrative assignments as needed.
• Maintain space available list and log, assist with the production of flyers and brochures for marketing, and coordinate special events.
• Other duties as assigned.

Requirements

Specific Job Skills:

1. Exceptional customer service and interpersonal skills, including the ability to deal effectively with a wide variety of people, and to respond appropriately to customer/visitor complaints and requests.

2. Friendly, outgoing personality and professional demeanor, approachable and vigilant.

3. Proficient in Word, Excel, Access, and Outlook.

4. Strong organizational skills, including filing, and follow-through capabilities.

5. Ability to handle details accurately and appropriately.

6. Unfailing commitment to customer service, including ability to deal effectively with a wide variety of people and personalities.

7. Excellent oral, written and interpersonal communication skills, including the ability to use tact and diplomacy in sensitive situations.

8. Ability to deal with interruptions effectively and successfully perform multiple tasks.

9. Ability to read, write, speak and understand English.

10. Ability to prioritize and re-prioritize as necessary. Efficiently manage time and meet deadlines.

11. Ability to effectively communicate across all levels of the organization.

12. Ability to maintain confidentiality.

Education and Experience:

High school education or equivalent, four-year degree preferred; higher education or vocational training specializing in business or computer skills required, or equivalent experience. Real estate background helpful. Prior office experience required; prior security or front desk experience preferred.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk, sit and use hands and fingers to handle or feel. The employee is required to talk and must be able to read. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate consisting of usual business office sounds including but not limited to computers, printers, telephones, lobby traffic, and light traffic.

The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Schnitzer West is an Equal Opportunity Employer.