Brandywine Realty Trust

  • Tenant Services Representative/Administrative Assistant

    Job Locations US-VA-Richmond
    Posted Date 4 weeks ago(4 weeks ago)
    ID
    2018-1516
    # of Openings
    1
    Category
    Administrative/Clerical
  • Overview

    Brandywine Realty Trust is one of the largest, publicly traded, integrated real estate companies in the US, headquartered in Philadelphia, with a core focus in the Philadelphia, Washington, D.C., and Austin markets. Organized as a REIT, we own, develop, lease and manage an urban, town center and transit-oriented portfolio. At Brandywine, we believe excellence is rooted in process, people, and passion. We work together toward a shared vision, and within a culture emphasizing ingenuity, work/life balance, and civic engagement. We value the customer experience above all else, and strive to exceed expectations in every interaction.

     

    We are seeking an experienced Tenant Service Representative/Administrative Assistant to join our Property Management team in Richmond, VA. The Tenant Service Representative (TSR) provides oversight and coordination of all tenant-related activities within the buildings and is the front line representative to our tenants and clients. The TSR assists the Property Managers in establishing and maintaining a positive tenant relations program, assuring good public relations and tenant satisfaction by cheerfully aiding and assisting tenants in any problems that arise. As Administrative Assistant, this position also provides administrative and clerical support to the properties and functional areas.

    Responsibilities

    Tenant Service Representative

    • Communicate with tenants, management and security via telephone, email and in-person.
    • Create and assign work order requests to Engineering, Janitorial, Office Movers, Office Installers, Plant Technician, Exterminator and other scheduled vendors.
    • Coordinate and schedule service/work order requests using e-Tenants online program, placing special attention on detailed instructions provided; follow-up to ensure timely completion and satisfaction of services performed.
    • Maintain filing system for vendor’s timesheet and completed service requests.
    • Maintain filing system of completed work order requests.
    • Provide Weekly Work Orders Report to Manager.

        Administrative Assistant – Front Desk

    • Answer incoming telephone calls; determine purpose of calls, and forward calls to appropriate personnel or department. Answer questions about organization and provide callers with addresses, phone numbers, directions, and other general information.
    • Retrieve messages from general voice mailbox and forward to appropriate personnel.  Take and deliver messages or transfer calls to voice mail as appropriate.
    • Welcome on-site visitors, determine nature of business, and announce visitors to appropriate personnel.  Monitor visitor access and issues passes and keys to on-site vendors as necessary.
    • Update greeting on main telephone line for holidays, early closings and emergencies, as needed. Coordinate with IS Help if necessary.
    • Process requests for building access cards; maintain up-to-date records of access cards issued for each property.
    • Create and distribute vendor/tenant bill-back invoices.
    • Issue Purchase Order numbers upon request.
    • Receive, sort, and distribute incoming mail; accept and distribute courier packages. 
    • Scan vendor invoices to submit to Accounting.
    • Serve as primary contact for conference room calendars in Outlook.
    • Maintain clean and organized conference rooms and reception area.
    • Maintain office and kitchen supplies inventory by checking stock to determine inventory levels and restock as needed; verify receipt of ordered items and manage returns and exchanges.
    • Maintain updated inventory of maintenance tools.
    • Distribute monthly schedule of vendor activities.

    Qualifications

    • Education and/or Experience: Associate's degree (A.A.) or equivalent from a two-year college or technical school; or one to two years related office/clerical experience in a professional office environment; or equivalent combination of education and experience.
    • Computer Skills: Proficiency with PC-based business software, including current Microsoft Office Word, Excel and Outlook. Candidate will use proprietary systems tools for maintaining service records and creating invoices.
    • Certificates, Licenses, Registrations: Must be insurable at all times under Brandywine's commercial policies were deemed necessary at the Company's sole discretion.
    • Other Skills and Abilities: Must have strong customer relations skills and be able to communicate on all levels with tenants, vendors and staff members.

     

     

    Brandywine Realty Trust is an Equal Opportunity Employer

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