SCOPE AND PURPOSE:
Douglas Emmett is seeking a dynamic, customer service oriented Administrative Assistant. This position is an introduction to a career in commercial property management. Douglas Emmett offers ample growth opportunities and the anticipated career progression for this Administrative Assistant would be to Assistant Property Manager.
RESPONSIBILITES:
· Administrative support to the Property Manager by handling Office of the Building operations.
· Greet visitors to the office and answer incoming calls to the management office.
· Prepare tenant rent statements, code payments for deposit and contact tenants if payments not received timely.
· Responsible for running monthly reports including leasing report, stacking plan, deal list, tenant contact list, emergency contact list and delinquency report for Property Managers review and approval.
· Dispatch engineering to handle tenant service requests and confirm timely completion of work through online portal.
· Order office and kitchen supplies.
· Assist in coordinating tenant welcome gifts and tenant events.
· Special projects as assigned by Property Manager.
QUALIFICATIONS:
· 2+ years of customer service or administrative experience.
· Strong written and verbal communication skills.
· Ability to exercise good judgment and professional demeanor when interacting with building management, tenants and vendors.
· Ability to work well under pressure, prioritize multiple tasks and consistently produce high-quality accurate work.
· Projects a professional image by meeting Douglas Emmett dress code standards.
· Can perform the essential physical requirements of the position with or without reasonable accommodation.
Company DescriptionDouglas Emmett operates approximately 18 million square feet of Class A office space and over 5,000 luxury apartment units in nine highly desirable submarkets in Los Angeles County, six of which are located in Los Angeles' Westside - Brentwood, Century City, Santa Monica, Beverly Hills, the Olympic Corridor, and Westwood - and three submarkets in the San Fernando Valley - Sherman Oaks/Encino, Warner Center/Woodland Hills, and Burbank. The Company's Honolulu office portfolio is located in the downtown central business district with multifamily properties in nearby suburban communities.SCOPE AND PURPOSE:
Administrative Assistant is responsible for providing administrative support to the Property Manager by handling Office of the Building operations in accordance with the standards set forth by Douglas Emmett.
DUTIES AND RESPONSIBILITIES: Include but are not limited to the following, as other duties or projects may be assigned.
GENERAL OPERATIONS
· Greet visitors to the office.
· Answer telephones.
· Dispatch engineering to handle tenant service requests.
· Follow up on tenant requests to confirm timely completion of work.
· Open, date stamp and distribute mail and deliveries.
· Order office supplies and kitchen supplies.
· Prepare tenant payments for deposit and forward to Corporate office.
· Contact tenants who are late paying rent.
· Prepare invoices for payment.
· Prepare tenant memos
· Prepare employee timesheets and forward to Corporate office.
· Prepare monthly reports including leasing report, stacking plan, deal list, tenant contact list, emergency contact list and delinquency report for Property Manager review and approval.
· Coordinate tenant welcome gifts and tenant events with Property Manager and vendors.
· Interface with various Douglas Emmett departments such as accounting, design and development, human resources, legal, leasing, technical services as well as property management.
· Research and make recommendations to Property Manager for more cost-effective and efficient methods of performing administrative duties.
· Special projects as directed by Property Manager.
TECHNICAL PREREQUISITES
· Must have intermediate level knowledge of Word and Excel.
· Strong written and verbal communication skills.
· Projects a professional image by meeting Douglas Emmett dress code standards.
· Ability to communicate in a clear, positive and professional manner with tenants, employees and vendors.
· Ability to exercise good judgment and professional demeanor when interacting with building management, tenants and vendors.
· Ability to work well under pressure, prioritize multiple tasks and consistently produce high-quality accurate work.
· Team player attitude.
· Strong customer service orientation.
Company DescriptionDouglas Emmett operates approximately 18 million square feet of Class A office space and over 5,000 luxury apartment units in nine highly desirable submarkets in Los Angeles County, six of which are located in Los Angeles' Westside - Brentwood, Century City, Santa Monica, Beverly Hills, the Olympic Corridor, and Westwood - and three submarkets in the San Fernando Valley - Sherman Oaks/Encino, Warner Center/Woodland Hills, and Burbank. The Company's Honolulu office portfolio is located in the downtown central business district with multifamily properties in nearby suburban communities.SCOPE AND PURPOSE:
Under the direction of the Property Manager, the Unit Turn Coordinator is responsible for the physical appearance and maintenance of the vacant apartments, ensuring that the Unit Turn staff is operating in accordance with Douglas Emmett standards and procedures. Must be able to perform all duties of the Unit Turn Coordinator.
DUTIES AND RESPONSIBILITIES: Include but are not limited to the following, as other duties may be assigned.
GENERAL OPERATIONS
· Directly oversees our Unit Turn process. Schedules and monitors cost based on scope of turns.
· Schedules the preparation of vacant units for occupancy, ensuring that all apartments scheduled for move-in are completely ready, prior to move-in date.
· Schedule Pre-walk Move-Out Inspections and make copies for Management and Residents. Delivers Inspection Report to Residents.
· Walk all units at Final Inspection. Takes pictures. Responsible for scheduling vendors and replacement items.
· Processes invoices and receipts. Ensures that copies of receipts, along with pictures, are turned into Business Office for processing, within 3 days.
· Inspects Occupied Units, as requested, and determines if replacement items are needed. Obtains bids and schedules vendors (i.e. paint, carpet, appliances, tub) for those requests.
· If not “normal wear and tear”, or if replacement is due to damage caused by the Resident, issues invoices and bills resident for said replacement/work.
· Ensures that Unit Turn Team assists in Occupied Apartments where damage has occurred. I.e. plastering, paint touch-up, blind repairs.
· Verifies and approves Unit Turn Team time sheets.
· Assists Business Office with serving 3-Day Notices, key checking apartments (welfare checks) and escorts Sheriff and Social Workers.
· Apply window tint.
· Assists Service Manager as needed: fire alarm testing, smoke detector testing and Annual Fire, Life, Safety.
· Maintain an up-to-date inventory of all equipment, tools and supplies applicable to the maintenance of the property.
· Maintain compliance with OSHA regulations and hazardous chemicals program.
TECHNICAL PREREQUISITES
· Knowledgeable of Hawaii Tenant/Landlord law and Fair Housing laws.
· Projects a professional image by meeting all DE dress code standards.
· Ability to communicate in a positive and professional manner with residents, employees and vendors.
· Ability to exercise good judgment.
· Good customer service and management skills.
· Team player attitude.
PHYSICAL REQUIREMENTS
· Requires frequent walking, lifting, bending, standing, reaching and the ability to ascend stairs.
Company DescriptionDouglas Emmett operates approximately 18 million square feet of Class A office space and over 5,000 luxury apartment units in nine highly desirable submarkets in Los Angeles County, six of which are located in Los Angeles' Westside - Brentwood, Century City, Santa Monica, Beverly Hills, the Olympic Corridor, and Westwood - and three submarkets in the San Fernando Valley - Sherman Oaks/Encino, Warner Center/Woodland Hills, and Burbank. The Company's Honolulu office portfolio is located in the downtown central business district with multifamily properties in nearby suburban communities.