Project Assistant Jobs

SUMMARY

CCG Property Management is hiring a Project Assistant. This position reports directly to the Senior Project Manager or Project Manager. Accountable for supporting the management team as needed including coordinating communication between team members, providing excellent customer service to tenants, communicating with tenants and vendors, tracking contractual obligations of tenants and vendors, scheduling work with vendors and updating and tracking tenant and vendor information in account management programs.

ESSENTIAL DUTIES AND RESPONSIBILITIESinclude the following, other duties may be assigned.

Daily

• Manage Avid inbox queues for items needing additional support/clarification (ie: duplicate invoices, statements, supplier and/or ship to issues, etc.).
• Coordinate work orders with the appropriate Project Manager or Building Engineer.
• Code invoices in Avid for all properties.
• Scan invoices to Avid after confirming no duplicates and file.
• Monitor email account and respond as needed.
• Communicate with tenants or vendors as directed by the Property Manager.
• Record lockbox receipts in Yardi.
• Manage scheduling of the common area conference rooms.
• Collect mail for the Property Management team, distribute to appropriate party and notify team members of any urgent deliveries.
• Communicate Avid instructions to vendors.

Monthly

• CCG PM Visa bills – collect receipts, code and process for payment
• Track/monitor certificates of insurance for tenants, send notices for new or expiring certificates
• Create recurring tenant charges in Yardi
• Track/monitor certificates of insurance for vendors, send notices for new or expiring certificates
• Download invoices from the respective utilities for all properties and scan to Avid
• Draft and send late notices to the tenants at the direction of the Project Manager

Additional Responsibilities

• Prepare vendor contracts.
• Set up new leases and amendments in Yardi.
• Distribute to team members when changes are made.
• Create new property book as properties are added to the portfolio.
• Update electronic tenant directories.
• Manage purchase order tracking log.
• Set up new vendors in Avid, collect W9’s and certificates of insurance.
• Prepare purchase orders.
• Update tenant list in the property book as new leases are signed.
• Update lease contacts in Yardi.
• Update vendor lists in the property book as new contracts are executed.
• Manage content of the property books.

SKILLS

• Language: Ability to read and interpret documents such as contacts and procedure manuals.
• Computer (basic level): Windows, Microsoft Outlook, Excel and Word programs.
• Ability to understand and follow posted work rules and procedures.
• Ability to follow directions and write routine reports and correspondence.
• Mathematical: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Positive attitude to interact well with co-workers and customers (includes tenants, vendors, etc.).
• Ability to work well as a team member and independently.
• Efficient, self-motivated, and detail oriented.
• Strong time management skills and the ability to switch tasks at a moment’s notice: must be able to prioritize and multi-task in a fast-paced high-volume environment.
• Punctuality and ability to manage time well.
• Must be detail-oriented, flexible, and multi-task oriented.

QUALIFICATIONS AND PHYSICAL DEMANDS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above 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 and/or EXPERIENCE

High school diploma required. Ideally a candidate working towards a Bachelor's degree (B.A./B.S.) from four-year college or university. Experience in commercial property management or real estate a plus.

Benefits:

• Paid time off
• 401(k) matching
• 401(k)
• Vision insurance
• Dental insurance
• Health insurance

Schedule:

• 8 hour shift; Monday to Friday

Experience:

• AvidXchange (Preferred)
• Commercial Real Estate (Preferred)
• Yardi (Preferred)

About CCG Property Management

• Capacity Commercial Group Property Management | Portland, OR (ccg-pm.com)