Administrative Assistant
B. F. Saul Company
Bethesda, Maryland
administrative
administrative assistant
assistant
management
security
insurance
property management
operational
communications
tenants
contractors
database
personnel
November 22, 2022
B. F. Saul Company
Bethesda, Maryland
FULL_TIME
Founded in 1892, B. F. Saul Company has been one of the most successful privately-owned real estate companies in the United States. Our growth has been the results of a commitment to exacting standards and the belief that knowledge of the marketplace, when paired with the ability to commit to substantial resources, will bring exceptional rewards. B. F. Saul Company has a variety of skilled professionals within the following operating divisions, Property Management, Leasing, Hospitality Group, Residential, Insurance, Construction & Development. The B. F. Saul Company concentrates on ownership, development, and construction of commercial real estate.
Assists Management Staff in operational aspects related to the management of commercial office buildings with an emphasis on maintenance and repairs not limited to HVAC repairs, janitorial, landscaping, and special tenant work orders.
Serves as primary coordinator of online work order system to ensure timely responses to tenant requests from dispatch through completion including coordinating appropriate communications with employees, tenants, and contractors and following up when necessary.
Job Responsibilities
Courteously handles customer work order calls or emails, determines priority level and responds accordingly.
Monitors status of work orders in online work order system from initial request through to completion.
Intervenes as necessary to resolve potential or actual service delivery issues.
Follows-up on tenant requests to evaluate performance and tenant satisfaction.
Coordinates with security regarding the administration of the building card access and keying system.
Provides access system updates as requested from customers.
Distributes quarterly customer access card system rosters for customer review.
Acts in a backup security system database administrator at level necessary to program cards, create security clearances, and produce database reports.
Maintains and updates Work Order Database and creates periodic reports from the system for review by the Management Staff.
This includes periodic requests for updates to tenant contact information.
Maintains contact information for routine vendors.
Maintains current tenant insurance certificates requiring confirmation that the insurance certificate complies with the tenant's lease requirements for coverage type and limits.
Performs initial review of tenant lease insurance provisions.
Maintains current vendor insurance certificates with coverage and limit levels stipulated by corporate policy.
Prepares and circulates communications to building occupants regarding operational issues and configures and maintains emergency communication templates for rapid use.
Works with tenants and security to coordinate moves, deliveries and loading dock scheduling.
Maintains Property Calendar and interfaces with Operations Manager or other security personnel for tenant scheduled events in public space.
Assists Management Staff with development and coordination of customer events, promotions, and communications.
Assists with the preparation of bid proposals for service contracts and in the purchase of materials and services for the property and management office.
Coordinates scheduling with janitorial, elevators, pest control, trash, and window cleaning contractors.
Assists property managers with evaluation of these services.
Coordinates building access by electricians, telecommunication providers and leasing personnel with engineering or security personnel.
In the absence of the Property Assistant-Accounting for daily breaks, vacation, or illness, assists with routine administrative, and accounting duties. Cross training with Property Assistant-Accounting will be required.
Maintains vendor contact information, emergency evacuation plans, and tenant guides.
Maintains lobby directory updates, notification postings and coordinates with vendor to resolve any equipment operational issues,
Assists with the development and implementation of process enhancements utilizing various software packages or technology.
Obtains utility consumption information from utility websites and updates Energy Star website.
Assists Management Staff with the development of the operating budget.
Oversees and contributes to the processes required for moving in or moving out tenants.
Maintains and periodically updates the Property Assistant - Operations desk manual which specifies work processes for use by other property staff during the position's absence.
Answers telephones in a professional manner and distributes calls among staff.
Directs and greets all office visitors, prospects, contractors, and vendors.
Processes mail and internal paperwork and other office administrative duties.
Other duties as assigned.
Job Requirements
2 years office experience
Work experience in the property management field required
MRI Angus or Building Engines software experience preferred
BFS7501
The Company requires that its employees be fully vaccinated against COVID-19 unless they have an approved medical or religious accommodation.
B. F. Saul Company is proud to be an equal opportunity workplace. We promote diversity and equality within all facets of our organization, and we foster an environment that recognizes employees' unique skillsets and ensure that all employees have an equal opportunity to grow and advance.
If you are a candidate in need of assistance or an accommodation in the application process, please contact or .
Equal Opportunity Employer/Veterans/Disabled
PI
Assists Management Staff in operational aspects related to the management of commercial office buildings with an emphasis on maintenance and repairs not limited to HVAC repairs, janitorial, landscaping, and special tenant work orders.
Serves as primary coordinator of online work order system to ensure timely responses to tenant requests from dispatch through completion including coordinating appropriate communications with employees, tenants, and contractors and following up when necessary.
Job Responsibilities
Courteously handles customer work order calls or emails, determines priority level and responds accordingly.
Monitors status of work orders in online work order system from initial request through to completion.
Intervenes as necessary to resolve potential or actual service delivery issues.
Follows-up on tenant requests to evaluate performance and tenant satisfaction.
Coordinates with security regarding the administration of the building card access and keying system.
Provides access system updates as requested from customers.
Distributes quarterly customer access card system rosters for customer review.
Acts in a backup security system database administrator at level necessary to program cards, create security clearances, and produce database reports.
Maintains and updates Work Order Database and creates periodic reports from the system for review by the Management Staff.
This includes periodic requests for updates to tenant contact information.
Maintains contact information for routine vendors.
Maintains current tenant insurance certificates requiring confirmation that the insurance certificate complies with the tenant's lease requirements for coverage type and limits.
Performs initial review of tenant lease insurance provisions.
Maintains current vendor insurance certificates with coverage and limit levels stipulated by corporate policy.
Prepares and circulates communications to building occupants regarding operational issues and configures and maintains emergency communication templates for rapid use.
Works with tenants and security to coordinate moves, deliveries and loading dock scheduling.
Maintains Property Calendar and interfaces with Operations Manager or other security personnel for tenant scheduled events in public space.
Assists Management Staff with development and coordination of customer events, promotions, and communications.
Assists with the preparation of bid proposals for service contracts and in the purchase of materials and services for the property and management office.
Coordinates scheduling with janitorial, elevators, pest control, trash, and window cleaning contractors.
Assists property managers with evaluation of these services.
Coordinates building access by electricians, telecommunication providers and leasing personnel with engineering or security personnel.
In the absence of the Property Assistant-Accounting for daily breaks, vacation, or illness, assists with routine administrative, and accounting duties. Cross training with Property Assistant-Accounting will be required.
Maintains vendor contact information, emergency evacuation plans, and tenant guides.
Maintains lobby directory updates, notification postings and coordinates with vendor to resolve any equipment operational issues,
Assists with the development and implementation of process enhancements utilizing various software packages or technology.
Obtains utility consumption information from utility websites and updates Energy Star website.
Assists Management Staff with the development of the operating budget.
Oversees and contributes to the processes required for moving in or moving out tenants.
Maintains and periodically updates the Property Assistant - Operations desk manual which specifies work processes for use by other property staff during the position's absence.
Answers telephones in a professional manner and distributes calls among staff.
Directs and greets all office visitors, prospects, contractors, and vendors.
Processes mail and internal paperwork and other office administrative duties.
Other duties as assigned.
Job Requirements
2 years office experience
Work experience in the property management field required
MRI Angus or Building Engines software experience preferred
BFS7501
The Company requires that its employees be fully vaccinated against COVID-19 unless they have an approved medical or religious accommodation.
B. F. Saul Company is proud to be an equal opportunity workplace. We promote diversity and equality within all facets of our organization, and we foster an environment that recognizes employees' unique skillsets and ensure that all employees have an equal opportunity to grow and advance.
If you are a candidate in need of assistance or an accommodation in the application process, please contact or .
Equal Opportunity Employer/Veterans/Disabled
PI
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