Property Administrative Assistant

ABOUT BAYSIDE
Bayside Realty Partners is Northern California’s largest private firm specializing in the property management and leasing of medical office properties. With offices in San Francisco, the Peninsula, Fremont and Napa, Bayside offers coverage in every Bay Area marketplace. Our owner clients include healthcare systems, insurance companies, pension funds, REITs, healthcare districts and private investors. We also represent healthcare systems, multi- speciality and independent practices in their space needs.

POSITION SUMMARY
The Property Administrative Assistant is responsible for supporting the Property Directors with management of a portfolio of medical office, general office and industrial buildings, with a focus on day-to-day administration, vendor coordination and tenant interaction. Additionally, the Property Administrative Assistant will support the CEO and SVP of Leasing with marketing efforts, including compiling comparables information, updating and distributing fliers, and tracking leads. The successful candidate will be intelligent, creative, organized, and have excellent people skills. A background in property operations, construction management, and leasing is preferred. Holding a current California real estate license is also a plus, but not required.

Essential Duties and Responsibilities:

• Assist the Property Directors with the day-to-day operations of the portfolio, including leasing, maintenance and repair, janitorial, security, engineering and life-safety
• Assist the CEO and SVP of Leasing at the administrative level
• Contribute to the preparation of monthly management and financial reports
• Assist with annual budget preparation
• Oversee regular contracted maintenance of the portfolio
• Solicit bids from vendors for work performed in buildings; maintain a working knowledge of all vendor contracts and ensure compliance with same
• Maintain a proactive tenant relations program
• Be familiar with tenant leases, particularly with clauses affecting the operation of the building
• Keep marketing up to date with current portfolio availabilities
• Monitor and ensure that tenants and vendors comply with insurance requirements
• Attend and document project planning meetings; update project schedules
• Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to callers

QUALIFICATIONS:
1-3 years' experience in office administration is required. Experience in a commercial real estate office preferred.

• Must have strong oral and written communications skills.
• Strong customer service skills required.

EDUCATION:
High School diploma required. Undergraduate degree or equivalent education\experience preferred.

COMPUTER SKILLS:

• Strong proficiency in Microsoft Word, Excel and Outlook.
• Ability to learn other software programs as required

REASONING ABILITY
Must have the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

BENEFITS
Benefits include a potential annual bonus of up to 5% of the employee’s annual salary, two weeks of paid vacation, in addition to company holidays, medical and dental, AD&D and life insurance, and 401K with partial matching. If the
Property Administrative Assistant elects to decline the company medical insurance, 50% of the amount the insurance would have otherwise cost the company will be provided as additional salary.

Additionally, to the extent the Property Administrative Assistant is instrumental in sourcing new business for the company, they will participate in the following ways on new business generated:

• Tenant representation commissions as a result of a lead from the existing managed portfolio: 25% of commission to company
• Other brokerage business (tenant representation, listing, or investment sales) generated and executed by other employees: 25% of commission to company
• New property management business: 25% of the profits to company from the assignment over 2 years, assuming continuous employment.

ADDITIONAL INFORMATION

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• 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 noise level in the work environment is usually moderate.
• 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. While performing the duties of this job, the employee is frequently required to sit for extended periods of time, some bending, lifting, stooping and stretching. It requires effective eye-hand coordination and manual dexterity sufficient to operate a keyboard, telephone and other office equipment. It also requires the ability to speak, hear, to use hands and fingers to feel and handle or operate controls. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and the ability to adjust focus. The employee is occasionally required to stand, walk, kneel, and climb ladders.

Job Type: Full-time

Pay: $72,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• San Carlos, CA 94070: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: One location

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