Job Description

Enriching lives through investment and service is the mission at the core of everything we do at Holladay. The Property Administrative Assistant supports this mission by working closely with the Property Manager, Assistant Property Manager (if applicable), Portfolio Manager and maintenance personnel in supporting them with the day-to-day duties and management of the commercial real estate properties. This individual is often the first contact with tenants and vendors and must handle calls in a professional, courteous manner in accordance with the Company’s mission, vision and objectives.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

ADMINISTRATIVE DUTIES

• Responsible for administrative tasks including, but not limited to answering phones, filing, mailing, scanning, ordering office supplies, preparing monthly expense reports for Property Manager and Maintenance Staff, etc.
• Prepare and track all vendor contracts. Maintain current vendor list. Obtain current COI, business licenses and W-9 on all Vendors
• Maintain and keep up to date web base program for building information and preventative maintenance work order system and ensure timely closure of all maintenance PM work orders.
• Maintain property files
• Perform special projects for property manager
• Assist in the preparation of tenant gifts.

TENANT RELATED DUTIES

• Interact and correspond with tenants to address problems or complaints, as it relates to housekeeping, maintenance, leasing or accounting
• Assist Property Manager with weekly tenant visits as required by client and maintain tenant visit log
• Prepare monthly newsletters and other publications (Fire Plan, Tenant Manual) for distribution.
• Prepare tenant memos, notices and lease correspondence
• Update and maintain Tenant Manuals
• Bill backs to Tenants for maintenance charges
• Get locks changed for new Tenants
• Prepare and maintain a tenant database to include: tenant name (as defined in the lease), mailing/billing address, main office number, and back line number, fax number, contact name, after-hours contact
• Deliver Leases, SLP’s, etc. to Hospital Administration or Corporate as needed.

FACILITY MANAGEMENT:

• Complete monthly building inspections for assigned buildings and place service requests and follow up on completion
• Maintain building signage, order/remove and bill back
• Maintain building access system, handle tenant request for access cards and keys
• Assist Property Manager with construction and interact with contractors for the completion of tenant improvement projects. Prepare specs and obtain bids for building improvements Document incidents and make sure report is routed to all parties
• Prepare incident report if property manager not on premises or for property manager with specific details, pictures and make sure everyone on list is copied.

QUALIFICATIONS

• College Degree preferred or progressive work experience addition to the qualifications below
• Front desk or office management experience
• Two (2) + years’ experience in commercial real estate environment
• Proficient in Microsoft Office Products, Word, Excel and Outlook
• MRI Real Estate Software experience or ability to learn new programs quickly
• Desire to pursue Real Estate license
• Excellent grammar, clear written and oral communications skills are essential
• Ability to prioritize, organize and have productive time management skills
• Valid Driver’s license, proof of insurance, and clean MVR report

HOLLADAY MISSION AND VALUES: All associates are expected to live Holladay’s Mission and Values in their everyday interactions with each other, external clients, and stakeholders as defined below:

• MISSION: ENRICHing lives through investment and service
• ENRICH VALUES:
• ENTREPRENEURIAL – We are empowered to dream and take risks, to challenge conventional wisdom and demand continuous improvement, to innovate, create, and inspire change.
• NURTURE – We encourage and support the growth and development of each other, our clients, and our communities.
• RESPECT - We recognize and acknowledge the inherent value of others.
• INTEGRITY – We do the right thing. We exhibit a consistently high moral compass.
• COMMUNITY – We are a family. We have fun, serve others, and freely give of our resources. We recognize our responsibility to make our communities and world a better place.
• HEALTH - We support the physical, financial, and professional health and well-being of each other and those we serve.

POSITION COMPETENCIES

• SERVICE TO EMPLOYEES: Treats other employees with respect and dignity and acts as a positive member of the team; establishes and maintains effective relationships
• SERVICE TO CLIENTS: Provides high level of service to clients in all situations; strives to meet and exceed client expectations; establishes and maintains effective relationships
• SERVICE TO TENANTS: Provides high level of service to tenants in all situations; strives to meet and exceed tenant expectations; establishes and maintains effective relationships
• ATTENTION TO DETAIL: Able to “zoom in” to detail quickly and accurately; checks information, picks up inconsistencies and mistakes; can make detailed comparisons between similar sources
• EFFECTIVE COMMUNICATION: Is able to clearly and succinctly communicate in a variety of settings and styles; can get messages across that have the desired effect
• TASK COMPLETION: Responds effectively to clear direction; follows set procedures; solves immediate problems; escalates where appropriate; sees tasks through to completion
• TIME MANAGEMENT: Uses his/her time effectively and efficiently; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities; effectively prioritizes tasks

COMPENSATION:

The Property Administrative Assistant compensation will be based on experience and qualifications. This range is subject to local, state, and regional dynamics and may be adjusted up or down depending on market conditions.

PHYSICAL DEMANDS:

• Employee may be required to walk premises, sit for long periods of time entering data in computer system, and stand or stoop for extended periods of time while filing

SUPERVISORY RESPONSIBILITY:

• This position does not have any supervisory responsibility

PROMOTIONAL OPPORTUNITY:

Associates with more than twelve (12) months of service may request consideration to transfer to other jobs as vacancies become available and will be considered along with other applicants. To be considered, Associates must have a satisfactory performance record and have no disciplinary actions during the last twelve (12) months. Management retains the discretion to make exceptions to the policy.

This description is not all inclusive and duties will vary depending on specific property being managed.

Company Description

Holladay Properties is a full-scale land development, design/build and fully-integrated real estate company, as well as one of the largest medical office management firms in the country. Our medical division as a national reputation of excellence in MOB management and development of medical real estate assets for third-party owners and is an IREM Accredited Management Organization. Employee Benefits include:

• Medical, dental, vision, 401K
• Casual Fridays
• Strengths based culture
• Employee development
• Community involvement
• Competitive compensation
• Flexible schedules
• Free parking