Property Management Coordinator

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Job description

Join Cirrus Asset Management, Inc. leading and overseeing our set of commercial assets located in Irving, Texas. This critical member will oversee several assets mainly comprised of commercial office properties. The Property Management Coordinator will provide administrative support to the assigned Regional Manager(s) by performing the following duties. This position requires the selected individual to be able to work independently and with minimal supervision.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

REPORTING:

• Generates assigned reports and provides to RM on a daily, weekly, or monthly basis (i.e. stacking plans, budget comparisons, executive summaries).
• Monitors collections dashboards and shares information with RM as needed.
• On a monthly basis, create a list of repairs from monthly inspections that are to be found in GoCanvas.
• Checks the aged receivable report to make sure the on-site team is making weekly (at minimum) delinquency follow-ups with notes.
• On a monthly basis, complete RM expense reports and turn them into RM for signature.
• Create/maintain property Spec Sheets - vendor contacts, etc.

TENANT RELATIONS:

• Gather Tenant Event pricing for evaluation.
• Monitors Angus alerts and escalates information to PM/RM as needed; assists Tenant with Conference Room reservations.
• Monitors collections dashboards and shares information with RM as needed.
• Manages tenant COI process ensuring updated and accurate COIs are on hand at all times.
• Generates Yardi change forms for new and renewal leases.
• Checks the aged receivable report to make sure the on-site team is making weekly (at minimum) delinquency follow-ups with notes.
• Processes move out documents - print ledgers, complete forms for accounting, update directory, move the tenant to expired on a shared drive, see checklist for more.
• Tenant file set up including adding shared drive and physical documents to their respective locations, obtaining COIs, scanning/storing/generating tenant notices, maintaining non-billing tenant contact lists in Yardi and (parallel) Angus, etc.
• Updates building directories via TouchSource.

VENDORS - For new vendor setups, collects all needed documentation (COIs, W9s, Cirrus' internal setup form), completes vendor packet, and sends to . Scan and store general vendor documents.

INVOICING:

• Manages Kanary invoicing processes including generating invoices.
• Inputs Utility invoices into Yardi. Preliminarily code all Texas invoices weekly (cut off dates 15th and 25th).
• Generates Leasing Commission invoices for all internally completed deals.

RECEPTION:

• Manages visitors to the office for both residential and commercial divisions.
• Collect/sort/distribute multi-family, commercial, and residential mail.
• Answer main commercial phone line
• Maintain / order office supplies for Texas Regional Office.

LEASING:

• Oversee CoStar building research.
• Coordinate marketing set up & check lease listings.
• Manage and route leasing inquiries.
• Performs other duties as assigned.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Competencies:

• Collaborating
• Communication
• Earning Trust
• Energy
• Initiating Action
• Managing Work
• Monitoring Information
• Planning and Organizing
• Quality Orientation
• Technical / Professional Knowledge and Skills
• Technology Savvy
• Work Standards

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience: High School Diploma or general education degree (GED), college degree preferred; and two-three years directly related experience and/or training; or equivalent combination of education and experience.

Language Ability: Ability to read, analyze, and interpret general lease documents, professional journals, technical procedures, or governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups of managers, and co-workers.

Math Ability: Ability to calculate figures and amounts such as discounts, proportions, and percentages.

Reasoning Ability: Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills: To perform the job successfully, an individual should have knowledge of Yardi, Angus, Microsoft Office, Microsoft Teams, and the internet.

Other Qualifications: Working knowledge of leasing and property management. Knowledge of local ordinances which affect property management including but not limited to state and federal COVID-19 mandates on rent collection, and security deposits.

Certificates and Licenses: No certifications or licenses are required.

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 quiet.

The Property Coordinator position has many opportunities for:

• Details
• High Responsibility / Accountability
• Practical Results
• Task Variety

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 sit and use hands to finger, handle, or feel. The employee is frequently required to stand; walk; reach with hands and arms; and stoop kneel, crouch, or crawl. The employee is occasionally required to climb or balance and taste or smell. The employee must frequently lift and/or move up to 10 pounds.

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