Operations Assistant

Responsibilities

This role provides assistance in administration of client's Risk Management, Insurance and Property Tax programs, including:   

• Management of various forms of documentation including insurance policies, endorsements, invoices, property tax abatement and appeal documentation.
• Assist in insurance renewal and quarterly audit processes by preparing insurance applications, coverage schedules for insured autos, leased offices, personal property and management of non-owned locations. Prepare allocation spreadsheets, monitoring and tracking of all property-level invoice payments and refunds to ensure they tie to the overall master program costs.
• Assist in annual budgeting, reforecasting and expense reconciliation process, and new acquisition budget process, by preparing insurance and tax cost schedules, and providing backup support as needed. 
• Administration of tenant and vendor insurance compliance and certificate tracking system (Jones), including preparation and distribution of compliance reports. Assist Operations teams with interpreting lease requirements and compliance questions.
• Prepare monthly Vacancy Report for property management review and input of security measures, and review responses for compliance with established policies.
• Prepare flood insurance applications and procurement of flood coverage as needed. Track policy expirations and renewals.
• Coordinate construction and utility surety bond requests, monitor for reduction and cancellation dates, and coordinate invoice payments and refunds.
• Assist with property and liability insurance claims administration as needed. Monitor and log receipt of property damage claim payments, verify accuracy of amounts from each insurer, and communicate status to Accounting and Operations teams. 
• Maintain Inadvertent Check Receipt Log to track payments to incorrect entities, return or destruction of checks, and replacement checks.
• Order and maintain stock of client's roof safety signs and distribute to Operations teams for all acquisitions or as needed.
• Review insurer risk engineering reports and coordinate responses with engineering and property management teams.
• Assist with requests from lenders and others for evidence of client’s insurance coverage.
• Prepare master contracts, purchase orders and other agreements as needed to support emergency response services and environmental remediation projects.
• Monitor property tax appeal recommendations, and work with Operations teams to ensure all required forms and approvals are completed, signed and notarized, and submitted to client’s tax consultants prior to deadlines. Ensure all documentation is maintained in appropriate network folders.
• In coordination with client’s property tax consulting firm, monitor and ensure compliance with property tax abatement/exemption annual form submittals prior to deadlines. Assist Operations teams with completing forms, running required reports and obtaining other required documentation. Review forms for accuracy and completion prior to routing for approval signatures and submitting to consultants and government agencies as needed.
• General administrative support including scheduling meetings, preparing agendas, compiling reports, creating presentations, obtaining signatures, scheduling travel, submitting expense reports, and completing other administrative projects and tasks as needed.

Requirements

• Represent the company in a professional, courteous manner at all times.
• Strong communication skills and ability to interact effectively with stakeholders at all levels.
• Excellent organizational, problem-solving and analytical skills with the ability to effectively manage priorities and workflow.
• Self-motivated and a strong team player with the ability to work independently and collaboratively.
• Ability to apply critical thinking to identify process enhancements and efficiencies.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Familiarity with real estate and insurance terminology, with prior experience is any of the following industries preferred: property management, insurance, property tax, accounting.
• Four-year degree preferred.