Administrative Assistant

Administrative Assistant, Asset Management

Bethesda,MD

Who We Are: BentallGreenOak is a leading, global real estate investment management advisor and a globally-recognized provider of real estate services. BentallGreenOak serves the interests of more than 750 institutional clients with approximately $69 billion USD of assets under management (as of October 1, 2021) and expertise in the asset management of office, industrial, multi-residential, retail and hotel property across the globe. BentallGreenOak has offices in 24 cities across twelve countries with deep, local knowledge, experience, and extensive networks in the regions where we invest in and manage real estate assets on behalf of our clients in primary, secondary and co-investment markets. BentallGreenOak is a part of SLC Management, which is the alternatives asset management business of Sun Life.

The assets under management shown above include real estate equity and mortgage investments managed by the BentallGreenOak group of companies and their affiliates.

BentallGreenOak promotes a corporate culture that attracts and retains the highest caliber people. We encourage opportunities for growth, development and promotion by providing our employees with the resources to work effectively and continually strive to perform better. We are committed to a safe and sustainable work environment.

Position Responsibilities:

Administrative:

• Manages calendars as a delegate, arranges group meetings, sets up Zoom/Teams meetings, enters due dates for reporting, etc.
• Arranges travel (domestic and international), responds promptly to rush travel changes, and prepares itineraries if needed. Registers for events and conferences. Coordinates shipping of materials needed for travel/meetings.
• Acts as point person with vendors for setting up new properties in BGO’s systems, coordinating with third-party property managers and partners, and third-party consultants such as RealtyCom and RealPage.
• Assists with property wind-downs after sale by disabling access to BGO systems as appropriate and archiving or transferring asset management as needed.
• Processes leases and other property-related documents, including preparing lease package checklists, obtaining internal signatures, and distributing and mailing the documents in compliance with company policies.
• Prepares cover letters and email correspondence as directed by asset managers. Formats and prepares confidential correspondence, reports, agendas, and other complex documents with the highest discretion, including inserting and adjusting graphics and logo files in documents. Produces documents in Microsoft Word, Excel, and PowerPoint; and creates and modifies PDFs. Proofreads documents.
• Processes invoices in a timely manner, including obtaining asset manager approval.
• Coordinates obtaining asset manager signatures and sets up documents in DocuSign.
• Maintains filing and archive systems, including filing or e-filing property-related documents, as well as running financial and other reports from BGO’s system and filing and distributing to asset management.
• Works in close cooperation with analysts assigned to the properties to resolve communication and reporting issues.
• Works in close cooperation with other administrative team members across the BGO offices to ensure consistency and share best practices.
• Manages conflicting demands and work styles between asset managers.
• Becomes very familiar with the properties and their assigned leasing and management or development teams and partners.
• Becomes very familiar with the Client Authorization and Control Policy.
• Participates in Asset Management sector team calls.
• Assists in the annual budget and business plan process, including tracking due dates, submissions, and approvals.
• Creates, maintains, and processes expense reports in compliance with company and regulatory policies and procedures.
• Maintains any relevant BGO databases, including updating contacts and inputting site inspection reports.
• Administers Verizon mobile accounts and provides assistance troubleshooting and replacing mobile phones as well as assists with other IT related issues by coordinating with BGO IT support to resolve issues.
• Assists with coordinating special events, including arranging catering and lunch/dinner meetings.
• Special and ad hoc projects, as assigned, particularly group presentations in PowerPoint.

Asset Management:

• Provides analytical support on assets on an as needed basis and oversees creation of presentations for the multi-family team.
• Conducts multi-family competitive property studies to compare subject properties to competitive subset by running and pulling data from various third-party reports such as CoStar, internet research, and pulling information from internal investment memos.
• Downloads property financial information from MRI and Yardi accounting systems and works with asset management to consolidate results.
• Conducts unit and floorplan feature and pricing analysis on an as needed basis. Works with asset management team to project pricing.  Participates in leasing and marketing calls with property teams to work with teams on pricing recommendations.
• Performs office and retail lease analyses on an as needed basis at the request of the Asset Managers in assigned group.
• Assists with mapping third-party property management chart of accounts to BGO’s chart of accounts.
• Audits asset websites and other digital marketing including the following:
  • Works with Asset Managers to identify asset priorities and develops a schedule of website audits to ensure that property websites:
    • reflect industry best practices for readability, ease of navigation and functionality of apartment selection and application;
    • optimize messaging and differentiate property from competition;
    • provide clarity and consistency of messaging of product and target customer;
    • integrate properly with other property software (e.g. pricing and lead management) and other digital media (e.g. Internet listing sites).
  • Works with Asset Managers to review issues and identify/recommended website changes.
  • Serves as point person for department with management company marketing personnel to implement requested changes and optimize website performance.
• Assists asset management with asset website performance including the following:
  • Works with management company marketing personnel to obtain Google analytic results on paid search campaigns and SEO and analyzes these results to develop recommendations to optimize paid search campaigns.
  • Serves as point person in implementing paid search campaign changes and monitoring effectiveness.
  • Monitors budget for paid search and website expenses and makes recommendations for more effective use of property resources.
    
    

Education and Experience:

Bachelor's degree (B.A./B.S.) from four-year college or university; and three to five years related experience and/or training; or equivalent combination of education and experience.

Essential Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Superior ability to multi-task, adaptive to fast-paced, competitive, and changing environment.
• Extremely professional with exemplary leadership and interpersonal skills.
• Demonstrates ability to manage, organize, synthesize, and prioritize complex projects with limited direction.

• Strong quantitative and oral and written communication skills.
• Affinity for teamwork.
• Great problem-solving ability.
• Ability to balance creativity with priority of execution and effectiveness.
• Interest in commercial real estate.