Why work for us?
At Childress Klein, we're reimagining the world of real estate. Together, we collaborate with our clients, investors, and the communities we serve to create cutting-edge environments that foster connection, intelligence, and prosperity. We're acutely aware of the impact our developments have on cities, which is why we're committed to giving back through charitable initiatives and implementing sustainable solutions that empower both our clients and communities to be more resourceful, resilient, and regenerative.
When you join our team, you're embraced by a culture that values dedication, effective communication, and inclusivity. We go the extra mile to invest in our employees' growth, offering a multitude of personal and professional development opportunities. This isn't just a job—it's the start of a flourishing career. It's no wonder we were honored with the title of being one of Charlotte's Best Places to Work in 2022!
What you'll be doing:
The Property Management Assistant I will provide direct administrative and operational support of the Office Building located at 301 S. College (“301CSC”). This role will also and provide direct support for the building management office and related departments of the building.
What you’ll be responsible for:
Financial Administration
- Invoices - Retrieve and upload electronic invoices and launch appropriate workflows using Yardi accounting module. Research invoice statements and past due balances on monthly basis, escalate as appropriate to ensure all invoices are received and paid in accordance with divisional account AP guidelines.
- Purchase Orders - Create Purchase Orders and assign cost center allocations. Route purchase orders to managers for approval in accordance with accounts payable deadlines. “Receive” Purchase Orders when work is complete. Create recurring purchase orders related to vendor-performed work. Report on open purchase orders to review outstanding invoices and partial invoice payments.
- Monthly Reports - Assist in monthly reporting of Account Payable variances, Account Receivables aging and annual budget compilation.
- Miscellaneous - Prepare monthly allocation of operating expense invoice calculations, as needed. Review monthly third-party billing documents and update reports.
Operations Administration:
- Contractor Access Requests (“CAWR”) - Receive, review, clarify and enter contractor access requests in the SharePoint database and work with security, engineering and property management to update vendor access information as needed.
- Vendor Reporting - Collect and archive monthly vendor supplier report(s) for owner and building team for Operations, Security and Engineering departments. Upload reports to 301CSC SharePoint site upon the receipt.
- Vertical Transportation Reporting – Track daily elevator and escalator performance times and service requests to be complied in a monthly vertical transportation summary report for property management team and building owner.
- Operating Procedures – Maintain standard operating procedures for 301CSC building management office.
- Building Team Meetings – Attend monthly 301CSC building team meetings on a monthly basis.
- Tenant Handbook – Maintain on-line tenant handbook for 301 CSC and review/update Info Site quarterly for required changes.
Angus Work Order System – assist in help desk operations and administration of work order system.
- Work Order Origination- Receive and respond to tenant and building management service requests; including corrective and proactive work order requests; input work orders and coordinate work order requests with appropriate work groups (i.e., engineering, security, property management and janitorial staff).
- Work Order Completion - Review all work orders daily to ensure accuracy Follow up daily with requestors to ensure complete satisfaction with delivery of services and resolution of complaints. Keep the property management team informed of tenant concerns, complaints and building issues.
- Work Order Reporting – Distribute weekly work order activity report. Prepare and manage monthly work order trending reports to assist in tracking key performance indicators.
Cross Function Support:
- Serve as back up for PMA I Parking/Security, as needed, to ensure appropriate tenant coverage for building operations.
Tenant and Stakeholder Relations:
- Tenant Communications - Draft campus tenant communications and send to Property Manager for approval and distribution.
- Tenant Contact Lists - Assist with tenant contact directories and databases; coordinate with building occupants to ensure content is reviewed and updated on a quarterly basis, or as often as needed.
- Info Site - Assist with 301CSC info-site management to include reviewing content, revise and make recommendations for updates as needed.
Office Administration - provide administrative support to Building Management team including:
- SharePoint Support - Follow site design rules & guidelines, maintain site libraries, calendars and lists; coordinate with site owner to ensure all governance policies are being followed; archive documents per document retention strategy; manage site drop off libraries according to site owner direction
- Reception Support - Greet visitors, parkers and tenants to the management office; take incoming calls, take messages and direct callers to the appropriate building management staff as needed.
- Vendor Compliance – Assist Property Manager with the management of vendor insurance obligations
- Tracking of insurance certificates for vendor(s) engaged by CK or clients
- Review all certificates for compliance against CK contract terms. Contract vendor insurance brokers in the event of deficiencies to obtain revised certificates
- Ensure collection of renewal insurance certificates. Notify vendors in advance of expiration so that insurance certificates remain current at all times.
- Send letters to delinquent vendors as may be required
- Publish and distribute monthly compliance report to Property Manager and Senior Property Manager
What we need from you:
- An Associate’s or Bachelor’s Degree in business or a related field from a four-year college or university preferred.
- Two of more years’ experience in an administrative or operations role with a service-orientated business, preferably in the real estate industry; or equivalent combination of education and experience.
- Applicant should be proficient in working with Windows operating systems and adept at learning new software applications.
- Intermediate to advanced skills in Microsoft Word, Excel, and SharePoint. One or more years’ experience using Microsoft Outlook, Angus and Yardi Accounting Software.
- Must possess the ability to read and comprehend instructions, correspondence, and memos; ability to write correspondence; ability to effectively communicate with superiors, vendors, tenants, other divisions and the general public.
- Ability to communicate clearly and effectively both orally and in writing, present a professional image at all times, gain the trust and confidence of others, work cooperatively with a variety of individuals, and always project a positive attitude.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to deal with problems involving several variables.
- Due to the nature of the role, reliable transportation is required, as is the ability to work overtime and to take after hours calls, if needed.
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.
- The employee will spend a large portion of his/her time at a desk, although the employee will also spend time traveling in and around the commercial office building and associated grounds.
- While performing the duties of this job, the employee is frequently required to sit, write, type, talk, and hear.
- The employee is occasionally required to stand, walk, reach with hands and arms, and climb or balance.
- The employee must occasionally lift and/or move up to 25 pounds.
- Specific vision abilities required by this job include close vision, distance vision, color 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 Property Management Assistant will work, in a professional on-site office environment and be exposed to a variety of areas within a commercial office building, including back-of-house equipment rooms, loading docks, and parking garages.
- While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions.
- The noise level in the work environment is usually moderate.
What we have to offer:
- Medical, Dental, & Vision Insurance
- Flex Spending & Dependent Care Accounts
- 401(k) Retirement Savings Plan
- Paid Vacation & Holidays
- Paid Leave of Absence Options
- Paid Maternity & Paternity Leave
- Tuition Reimbursement
- Employee Assistance Program
- Employee Wellness Program
- Gym Membership Discounts
- Mentorship Programs
- And much more!
Childress Klein is an equal opportunity employer. Qualified applicants will be considered without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality, sex, or veteran status.
