Corporate Office Properties Trust
Property Assistant
Corporate Office Properties Trust, Baltimore, Maryland, United States, 21276
Tenant Relations
Operate as front-line representative to provide customer services to tenants receiving calls, fielding requests for services, and dispatching/navigating as needed
Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination.
Provides emergency and safety information to tenants.
Coordinate the scheduling of evacuation drills, etc. Prepare proposals and invoices for additional services and utilities.
Coordinate with Property Manager and vendor to plan tenant events.
Coordinate security access information requests and emergency contacts lists.
Manage and update Center Club card list, Datawatch upload and print cards monthly as required.
Track and provide updates on MAXIMO tenant service requests, and assist tenants with training and troubleshooting in both MAXIMO and Visitorwatch systems.
Activate/deactivate property access cards.
Accounting
Prepare POs for purchases, service contracts, etc.
Match PO’s with invoices as appropriate when processing for payment.
Review open PO’s weekly and close or accrue as required. Follow up for copies of invoices if PO is received.
Upload submeter readings to Resource Advisor once per month.
Prepare billing form for month-to-month parking and other tenant direct pay invoices.
Assist in budget preparation.
Monitor and accurately code invoices in the accounting system in a timely manner in accordance with company guidelines.
Research invoices and follow-up with vendors as needed.
Service Contracts
Prepare required contract documents in DocuSign. Once completed, file as required by CDP nomenclature standards.
Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact.
Set up new service contracts in Yardi.
Maintain tickler file for service contract expirations.
Maintain up-to-date approved service contract list.
Submit insurance claims to company.
Administrative Support
Provide administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed.
Assist in ordering uniforms and provide technology support.
Order office supplies and plan office events.
Maintain office equipment and equipment service agreements.
Maintain lease files and other files as necessary.
Administer the automated work order system (MAXIMO) and train new engineers on using the software as necessary.
Maintain COI register to allow quick determination of whether a vendor’s COI is active. Reach out for renewal as needed. File copies of active COIs.
Coordinate with tenants for their recurring vendor lists. Update as needed.
Review and approve work permit requests. Escalate to CBT, PC, APM or PM as appropriate. File approved work permit requests.
Perform periodic audit of Maximo users and Datawatch card holders.
Operations
Coordinate with Property Managers and building personnel for tenant move in/move out.
Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out.
Generate tenant “welcome” letter, handbook, and appropriate welcome gift.
Coordinate with Property Manager for purchase of tenant signage (lobby, suite, and building) in accordance with building specifications.
Assist as needed in projects to support operations of the building.
Maintain emergency contact information for staff and vendors.
Assist with scheduled updates of emergency action plan and perform role assigned in the plan.
Qualifications Education High School
Experience Required 2 years
Minimum of 2 years of administrative experience.
Equal Opportunity Employer Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
#J-18808-Ljbffr
Operate as front-line representative to provide customer services to tenants receiving calls, fielding requests for services, and dispatching/navigating as needed
Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination.
Provides emergency and safety information to tenants.
Coordinate the scheduling of evacuation drills, etc. Prepare proposals and invoices for additional services and utilities.
Coordinate with Property Manager and vendor to plan tenant events.
Coordinate security access information requests and emergency contacts lists.
Manage and update Center Club card list, Datawatch upload and print cards monthly as required.
Track and provide updates on MAXIMO tenant service requests, and assist tenants with training and troubleshooting in both MAXIMO and Visitorwatch systems.
Activate/deactivate property access cards.
Accounting
Prepare POs for purchases, service contracts, etc.
Match PO’s with invoices as appropriate when processing for payment.
Review open PO’s weekly and close or accrue as required. Follow up for copies of invoices if PO is received.
Upload submeter readings to Resource Advisor once per month.
Prepare billing form for month-to-month parking and other tenant direct pay invoices.
Assist in budget preparation.
Monitor and accurately code invoices in the accounting system in a timely manner in accordance with company guidelines.
Research invoices and follow-up with vendors as needed.
Service Contracts
Prepare required contract documents in DocuSign. Once completed, file as required by CDP nomenclature standards.
Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact.
Set up new service contracts in Yardi.
Maintain tickler file for service contract expirations.
Maintain up-to-date approved service contract list.
Submit insurance claims to company.
Administrative Support
Provide administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed.
Assist in ordering uniforms and provide technology support.
Order office supplies and plan office events.
Maintain office equipment and equipment service agreements.
Maintain lease files and other files as necessary.
Administer the automated work order system (MAXIMO) and train new engineers on using the software as necessary.
Maintain COI register to allow quick determination of whether a vendor’s COI is active. Reach out for renewal as needed. File copies of active COIs.
Coordinate with tenants for their recurring vendor lists. Update as needed.
Review and approve work permit requests. Escalate to CBT, PC, APM or PM as appropriate. File approved work permit requests.
Perform periodic audit of Maximo users and Datawatch card holders.
Operations
Coordinate with Property Managers and building personnel for tenant move in/move out.
Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out.
Generate tenant “welcome” letter, handbook, and appropriate welcome gift.
Coordinate with Property Manager for purchase of tenant signage (lobby, suite, and building) in accordance with building specifications.
Assist as needed in projects to support operations of the building.
Maintain emergency contact information for staff and vendors.
Assist with scheduled updates of emergency action plan and perform role assigned in the plan.
Qualifications Education High School
Experience Required 2 years
Minimum of 2 years of administrative experience.
Equal Opportunity Employer Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
#J-18808-Ljbffr