Property & Asset Assistant

Role Summary-

Our Real Estate Team (a separate division of Riboli Family Wines) is seeking a highly motivated Property & Asset Assistant to join our team. This role will work closely with the Real Estate Team to help oversee the Riboli family’s real estate portfolio, ensuring smooth operations, tenant satisfaction, vendor coordination, and accurate financial reporting. The ideal candidate will have a strong background in real estate, property operations, and administrative or accounting support. This role falls within our Real Estate Division supporting both commercial and residential real estate projects for the Riboli family.

Essential Duties and Responsibilities - Current duties may be changed if the job requires and/or additional duties may be assigned if necessary.

• Assist in the daily operations of residential properties, including lease management, rent processing, and coordinating maintenance activities.
• Act as the primary contact for tenant inquiries and service requests.
• Responsible for maintaining oversight of property management teams.
• Assist with tenant onboarding, lease renewals, inspections, and move-in/move-out procedures.
• Maintain updated lease records and ensure tenant compliance.
• Conduct regular property walkthroughs and identify any maintenance needs or issues.
• Maintain and update property records, tenant files, and compliance documentation to ensure accurate and up-to-date information.
• Coordinate vendor services, track work orders, and ensure the timely completion of repairs and maintenance tasks.
• Obtain and review bids for vendor services, ensuring competitive pricing and quality work.
• Review vendor invoices for accuracy, ensuring proper billing and compliance with agreed-upon terms.
• Ensure vendor compliance with insurance requirements and other contractual obligations.
• Support special projects related to property improvements, acquisitions, or tax reviews, contributing to the overall success and growth of the property portfolio.
• Generate and run reports, including General Ledger (GL) as required for financial tracking and reporting.
• Input and maintain accurate data within the property management accounting system to ensure proper financial record-keeping.
• Assist with the coordination of accounts payable and receivable processes, including tenant ledger reviews for accuracy and timely payment tracking.
• Support budget tracking and expense reporting to assist in maintaining financial control and forecasting for property management.
• Prepare and assist with Common Area Maintenance (CAM) reconciliation, ensuring compliance with lease agreements and accurate cost distribution.
• Collaborate with the accounting team to ensure timely and accurate financial reporting, contributing to the overall accuracy of financial statements.
• Attends bi-weekly meetings for accounting and operational updates.

Minimum Qualifications-

• Experience:
  • 1+ years of experience in property management or real estate administration.
  • Commercial/residential Real Estate Property Management experience preferred.
  • Knowledge of general accounting principles (GAAP).
• Education:
  • Bachelor’s degree in Business Administration or Real Estate preferred or equivalent work experience.
• Communication Skills: Must possess strong verbal and written professional communication skills with clients, co-workers, and executives.
• Technical Skills:
  • Strong Microsoft Office Suite (Excel, Word, Outlook) skills required.
  • Experience in Quickbooks a plus.
• Absolute integrity, discretion, and sensitivity to confidential company information.
• Must be organized, concise, detailed, flexible, and efficient.
• Must be able to prioritize work and meet deadlines with a sense of urgency.
• Ability to interact with other individuals at all levels of management.
• Demonstrates a positive, can-do attitude.
• Comfortable working with a high degree of ambiguity.
• Strong organizational and planning skills and a solution orientated mindset.
• Genuine curiosity and strong desire to continuously learn and grow.
• Up to 50% local traveled required as needed.

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