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Equity Office owns and operates a national portfolio of premier office buildings in major metropolitan markets across the country. The company is owned by an affiliate of The Blackstone Group, a preeminent global private equity firm.
Equity Office was acquired in 2007, bringing Equity Office's portfolio together with other Blackstone office asset holdings, primarily from its acquisitions of CarrAmerica Properties and Trizec Properties. Integrating these predominantly Class A properties under one name – Equity Office – provides Blackstone with an unparalleled real estate platform for future office investments.
Our goal is to leverage our national platform to facilitate the seamless acquisition and transition of properties into and out of the portfolio, in support of Blackstone’s real estate investments philosophy. We actively manage our assets to ensure not only the best possible customer experience, but also gainful returns for Blackstone’s investors.
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Commercial Assistant Property Manager
Equity Office is an owner and operator of primarily Class A office buildings in multiple markets across the country. The company is an affiliate of the Blackstone Group, a premier global private equity firm. Equity Office is headquartered in Chicago, IL, and has approximately 800 employees nationwide.
JOB SUMMARY:
Responsible for assisting the Property Manager in all administrative and accounting aspects
necessary for the efficient operation and management of the building including accounts
payable, accounts receivable, customer relations, personnel training and financial reporting.
Serve as liaison between customers, vendors, corporate/regional, and leasing personnel.
ESSENTIAL JOB FUNCTIONS:
ACCOUNT MANAGEMENT
Responds to tenant needs and coordinates with maintenance staff to resolved problems.
Maintains positive relationships and high retention levels with all tenants. Responds to all
problems and concerns and ensures compliance with rules and regulations.
Performs regular inspections of property. Recommends and directs alterations, maintenance
and re-conditioning of property as necessary. Contracts for vendor services and supervises as
required. Requires basic understanding of tenant and capital improvements.
Maintain day-to-day relationships with customer contact; develop an understanding of unique
customer needs.
• Anticipate and respond to customer needs/requests.
• Participate in customer meetings.
• Collaborate with engineers and customer service group to anticipate customer needs
and provide service on customer complaints that cannot be dispatched.
• Participate in “Lobby Time” program.
• Help with tenant material.
• Handle responses to customer requests and or complaints; establish and maintain
favorable landlord/customer relations. Monitor work orders to ensure problems are
properly resolved, responded to in a timely manner and billed back to the customer
when applicable.
• Maintain a working knowledge of lease agreements and administration of related
documents.
• Assist in coordination of customer moves, including scheduling freight elevators, key
cards, building access nameplates, other signage, and move evidence of insurance.
• Assist with Management Office telephones.
• Participate in Tenant focus Group meetings on a quarterly basis.
Support customer account management program.
• Hold regular meetings with customers to assess satisfaction and identify areas for
improvement.
• Participate in regular inspections of customer suites, common areas, building exteriors,
and landscape as assigned by Senior Property Manager or General Manager.
• Manage day-to-day relationships with vendors and monitor vendor performance by
regular inspections.
• Research customer issues in preparation for tenant follow up.
VENDOR MANAGEMENT
• Be involved in assisting the Property Manager in negotiating, preparation and
maintenance of standard service contracts.
• Maintain TI and Capital Improvement summaries and files. Track and confirm all contract
and lien releases are exchanged.
BUDGETARY RESPONSIBILITIES
Supports the planning, budgeting and control of operating and capital expenditures. Oversees
the calculation of all special billings. Assists in the preparation of annual budgets, forecasts,
management plans, monthly performance reports, and variance reports. Understands and
provides explanation for variances.
• Be involved in reviewing monthly/quarterly management reports; provide input to annual
business plan/operating budget.
• Oversee collection efforts with accounting personnel; escalate accounts receivable
issues to Property Manager, Senior Property Manager or General Manager as
appropriate.
• Prepare customer billings for recurring charges, special work requests and other
charges (i.e., electrical usage, conference room usage, parking) and enter into
accounting system.
• Be involved in completing and processing accounting forms as required (i.e.,
extraordinary expense process, TI jobs); Review accounts payable invoices, code and
enter into accounting system. Track all customer deposits and enter cash receipts into
accounting system.
• Be involved in preparing monthly and quarterly reports for the Property Manager’s
review. Assist Property Manager with budget preparation, escalations and variance
reports.
• Maintain rental roll and lease files in accounting system. Participate in the review for
accuracy monthly.
OTHER RESPONSIBILITIES
• Participate in weekly meetings with leasing and construction to ensure communications
related on tenant moves.
• Assist with regular tours of buildings, grounds, parking garage and tenant offices
completing inspections in accordance with EOP’s forms and guidelines.
• Participate in building events; i.e., fire drills.
• Assist in maintaining the property tenant and emergency guide and review with each
new customer.
• Support building security and emergency training as required by county/city regulations.
• Participate in vacancy inspections.
• Assist in scheduling outside contract services.
• Administration of parking lot access control, contracts, and databases.
• Provide administrative support to the Property Manager and Senior Property Manager
• Perform other essential duties as assigned.
• Act as a resource person for EOP policies and procedures.
Participates in civic and business organizations. Attends BOMA and/or IREM programs and
activities. Conducts and maintains relationships with “key” client tenants, industry and trade
associations, representatives of government, public service organizations, customers and
vendors as necessary in the overall management of the property.
High school diploma required, Bachelor's Degree highly preferred. Effective written and verbal communication skills. Strong customer service skills. Ability to multi-task and prioritize. Must be proficient in MS Word and Excel. Must possess good organizational and prioritizing skills. Some college level course work or accounting experience preferred.
Equity Office offers competitive salaries and a robust benefits program which includes 401(k), comprehensive medical, dental and vision insurance plans, educational assistance, flexible work arrangements and more!
For immediate consideration, please apply online at www.equityoffice.com .
Equity Office is committed to a diverse workforce. EOE M/F D/V
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