Lease Assistant/Receptionist - Deming - job 746051

port of bellingham

Date: 05/04/2021

City: Deming, Washington

Salary: $21 per hour

Employment type: Full-time



BASIC FUNCTION:



Lease Assistant- Works independently under the general direction of the Director of Real Estate providing general lease administration and support, including ensuring that tenants are in compliance with insurance and financial security required by the terms of their agreements. Provides administrative support for the Real Estate Division. Provides reports for the division and performs special projects. Requires accuracy, independent work, and follow through with minimal supervision.




Reception- Performs in person and telephone receptionist duties, as well as provides general office, special projects, cash receipting, and support of finance and human resources division.




SPECIFIC RESPONSIBILITIES:



REAL ESTATE DIVISION:



  • Exercises independent judgment in providing general real estate document administration for the Real Estate Division. Accepts new and renewed lease agreements from the Property Managers and ensures tenant compliance with all terms and conditions of the lease, including bond deposits, and certificates of insurance coverage and billing changes.Prepares and maintains tenant billing instructions for the Accounting Department, establishing a tenant record in computer software application, and transmission of executed documents to the appropriate persons and locations.


  • Maintains and improves Real Estate Division document and records systems. Maintains ad schedules and design ads for properties available in 4-5 publications monthly.

  • Develops marketing and promotional materials in support of the sales and development activities of the Director of Real Estate.

  • Assists Director of Real Estate and Property Managers in the preparation of presentations, marketing material and brochures using current computer software.

  • Arranges and plans special events for the Real Estate Division such as “Tenant Mixers”. Acts as, or arranges for a Port Representative to be present at events, when necessary.

  • Receives all public disclosure requests routed to the division (working with the Executive Secretary) and provides required response and/or assistance.

  • Ensures divisional and Administration Building supplies are ordered and in stock.

  • Maintains the Whatcom County EDC, Choose Washington, Bellwether on the Bay websites with current property listing information monthly. Updates Port of Bellingham website on a bi-weekly basis with new real estate leasing and sales opportunities.

  • Archives file materials in the vault.

  • Makes annual budget recommendations to the Director in regard to office expenses.





RECEPTION/FINANCE DIVISON:




  • Relays incoming telephone calls, transmits messages, and provides information to callers.

  • Greets visitors and directs them as appropriate.

  • Maintains a good working knowledge of current Port activities and provides information to the public, either in the office, by mail, or telephone. Refers inquiries when appropriate and accepts express mail and parcels delivered at the front desk.

  • Receives & distributes daily mails at the front desk. Responsible for the Federal Express outgoing mail for all staff.

  • Support divisions relative to telephone and/or walk-in inquiries.

  • Receive monies, write receipts, supports cash receipting and accounts receivable.

  • Responsible for assisting the HR department with various aspects of the Port’s recruitment efforts, including, but not limited to:

  • Distribution/collection of job applications.

  • Track applications. Send responses as directed.

  • Prepare merge lists and mailings for candidates

  • Sends/receives fax messages and monitors the upkeep, maintenance, and operation of the fax machine.

  • Updates and maintains various Port-wide mailing lists and directories.

  • Oversees maintenance of the front lobby so it has a professional and orderly appearance at all times.

  • Uploads documentation for the Executive Department onto the website.

  • Provides support to the various divisions on an as needed basis by typing correspondence and performing other general clerical duties as required.

  • Other duties as assigned.



LEVELS:



Level I



  • New Hires

  • Entry level position



Level II



  • Successful six months as a Level I

  • Successful performance will be documented through a performance review



Level III



  • Minimum of five years as a Level II

  • Completion of at least three pre-approved relevant college courses

  • Successfully work with minimal supervision and complete unique special projects

  • Demonstrated proficiency in the electronic marketing of port wide assets, primarily for the real estate department, but could include maritime.







Qualifications



QUALIFICATIONS: 1. Requires a High School diploma or GED and 2 years experience in a similar position. Associate’s degree in business or related field preferred. 2. Strong computer skills in Word, Excel, Outlook and database applications. 3. Proficiency in both spoken and written English language. 4. Due to the self-supporting nature of this position, excellent communication/ customer service skills and time management skills are required. 5. Requires a patient and calm manner to deal with customers who are sometimes neither patient nor calm. 6. Attendance and reliability are essential elements of this job. 7. Paralegal coursework and/or experience is preferred.


Special Requirements



Requires light lifting (up to 30 lbs) of files, office supplies and file boxes. Requires the ability to sit, stand, climb stairs and drive a car. Driver’s license required.


Miscellaneous Information



APPLICATION PROCESS Application materials are available at www.portofbellingham.com, or by contacting the Port of Bellingham at 1801 Roeder Avenue, Bellingham, WA. All application materials are due at 8:00 a.m. May 31, 2021. Interested individuals must complete the standard application form. Applicants are also encouraged to submit a letter of interest and/or resume which highlights the nature and extent of relevant education/training, employment history, and specific examples of job related experience. All applicants will be reviewed and evaluated against the requirements of the position and the field of candidates. The top-qualifying candidates will be called for further evaluation and/or interview. The Port of Bellingham is an Equal Opportunity Employer. GENERAL INFORMATION: The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained herein may be modified and/or revoked without notice. The Port of Bellingham is an "At-Will" employer. Filing of Application: Carefully read the announcement bulletin on the first page (attached); note the minimum qualifications required and application instructions (e.g., resume, cover letter, supplemental application). It is to your advantage to show all relevant education and experience. An application form is required, personal resumes may be attached to the employment application but will not be considered in lieu of the application. Closing Date: Applications may be filed in person, by mail or on-line. If mailed, they must be received by the closing date shown on the announcement. Postmarks will not be accepted. All applications must be returned to the Port of Bellingham, 1801 Roeder Ave., Bellingham, WA 98225 by 5:00 p.m. January 20, 2020. Applicants with Disabilities: As provided for under the Americans With Disabilities Act (ADA), the Port will provide reasonable accommodation during an examination or testing process to candidates who request assistance. To request assistance, contact the Human Resources Department at 360-676-2500. EMPLOYEE BENEFITS Paid Leave: PTO and holiday provisions are provided through Port policy. Currently, regular Port employees receive 10 paid holidays per year. PTO accrual rates are increased at regular intervals based on length of Port service. Retirement: Regular full time employees of the Port are mandatory members of the State of Washington Public Employees' Retirement System (PERS). Employees and the Port contribute jointly to the plan. The Port also offers a 457 deferred compensation plan for interested employees. Group Insurance: Regular full-time employees and their eligible dependents are covered by medical/dental/life & long-term disability insurance plans. Premium expenses are shared by the Port and the employee. Employees are covered by the State Industrial Insurance Act. EMPLOYMENT Hours of Work: The normal workweek is 40 hours, Monday through Friday; however, some positions require weekend, shift, holiday and/or overtime work. The Port of Bellingham is committed to a smoke free environment. Job candidates must be able to operate effectively in this work environment. Applicants who are offered employment will be required to provide proof of U.S. citizenship, permanent residence status or employment authorization, and proof of identification (photo I.D.). This requirement is the result of the Federal Immigration Reform and Control Act.





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