Answers, screens and directs incoming calls as needed. Assists property and engineering teams with customer and vendor services
Reviews Angus work order system throughout the day to ensure prompt response times; enters requests from customer and others into Angus as needed
Communicates with building teams throughout the day or as needed as issues arise
Assists Property Manager with property budget, reforecast, pre-bill, and reconciliation processes including obtaining bids and related pricing
Service Contract Administrator:
Verify vendor is active in HQ; if not, complete new vendor set up, including vendor activation in HQ and providing appropriate billing information
Determine what contract is needed and draft as needed. Check with Property Manager for accuracy
Monitor and track contracts to completion
Upload to HQ
Continuously monitor for expiring service contracts. Work with property manager to conduct bidding process.
Conducts walkthroughs/property inspections with vendors and building engineers, as requested by Property Manager, to compile a list of maintenance items. Coordinates vendor maintenance issues. Follows up on the status of vendor jobs
Monitor customer accounts receivables and complete all necessary forms, notices, and communication as directed by Property Manager
Tracks certificates of insurance for customers and assists in obtaining vendor insurance certificates. When necessary, prepares correspondence for any insurance issues
Codes invoices for payment, obtains Property Manager’s approval
Assists with customer correspondence, including letters, memos, newsletters, notifications in Angus, etc.
Coordinates estimates resulting from customer work order requests through Angus proposal function
Prepares all customer billings including verification of sub-meter charges, access cards and misc. work orders.
Completes data entry for utility tracking and other benchmarking tools
Update monthly janitorial cleaning inventories
Maintains access card database including collection applicable forms and adding to system
Assist in scheduling building training/conference facilities
Monitor fitness center for necessary maintenance items, coordinate any cleaning and supply orders
Assists in coordinating building functions in conjunction with property team. Assists with property team with other customer-related functions
Maintains property files including customer and vendor files
Maintain all customer contact lists and building directories
Assists with the coordination of move-in/move-out
Assists with lease administration including lease summaries and rent increase correspondence
Opening and distributing incoming mail and interoffice mail
Maintains management office, orders supplies, stocks breakroom, and coordinates repairs of office equipment
Other duties may be assigned
High school diploma or general education degree (GED) required; and a minimum of two to four years of related experience and/or training preferred. Proficient in Microsoft Office, Outlook and JD Edwards. Excellent customer service skills.
About Granite Properties
Granite Properties is one of the country’s leading privately held commercial real estate investment, development and management companies with more than 160 team members across five national offices. Since 1991, we have developed or acquired over 26 million square feet of Class A office space worth $6.1 billion, achieving returns of more than double the NCREIF index for our investors. The company’s current portfolio includes 8.9 million square feet of office and retail property with more than 100 acres for future development. At the heart of our success is the extraordinary customer experience that we create in each and every asset through our mixed-use environments rich in amenities and our concierge-level service. This commitment to excellence extends to Granite’s corporate culture, which has been recognized as one of Fortune Magazine’s Great Places to Work for 5 years running. The Granite senior leadership team is unusual for its depth and longevity, having been together for over 17 years and has combined real estate experience of over 100 years. Granite Properties was established in 1991 by Michael Dardick, CEO of the firm, and the Schusterman family, a long-time leader in the oil and gas industry.