ABOUT MELVIN MARK COMPANIES

Melvin Mark Companies has developed, owned, and managed property in Portland since 1945. Along with a current portfolio of almost 4 million square feet of commercial space in the Metro area, we also provide a full range of commercial real estate services for landlords and tenants. Our companies include Melvin Mark Capital Group, Melvin Mark Investors, and Melvin Mark Brokerage Company.

We have a respected reputation in the community; we are regarded as both a great place to work and for our philanthropic endeavors. We offer a competitive benefits package which includes medical/dental/vision, professional development, parking, an annual TriMet pass and much, much more! Our employees seem to enjoy being part of the Melvin Mark team. Are you interested in bringing your talents to one of the leading commercial real estate firms in Portland? Be sure to check us out at www.melvinmarkcompanies.com.

JOB SUMMARY

This position provides essential administrative, operational, and customer service support to the Operations and Property Management teams and serves as a key point of contact for tenants, vendors, and building staff, ensuring smooth daily operations across multiple properties.

ESSENTIAL FUNCTIONS / PRIMARY RESPONSIBILITES

Tenant Relations & Property Administration

• Serve as a primary point of contact for tenant, vendor, and building staff inquiries

• Coordinate tenant move-ins and move-outs

• Assist with onboarding and/or terminating properties

• Respond to and coordinate tenant maintenance requests, as necessary

• Prepare and distribute correspondence to tenants, vendors and internal stakeholders as directed

• Administer the annual Tenant Survey

• Plan and execute tenant events

• Maintain property documents, spreadsheets, and process documentation on the shared drive

• Assist with issue resolution in coordination with Operations and Property Management

• Collaborate effectively with internal teams to resolve issues in a timely manner

Operations & Vendor Coordination

• Track maintenance requests in Yardi and provide reports on building staff activity and responsiveness

• Coordinate vendors as directed and oversee performance to ensure compliance

• Assist with executing and maintaining vendor contracts

• Develop and maintain compliant vendor certificates of insurance

• Process construction paperwork and track construction jobs in Yardi

• Order supplies for managers and construction projects as needed

Administrative & Departmental Support

• Perform duties under the direction of the Executive VP of Operations and Property Management staff

• Schedule and coordinate department meetings, including agenda preparation

• Provide back-up coverage for Operations staff, including front desk and general office support

• Participate in cross-training and other departmental support activities as needed

• Oversee building access cards and keys and assist with developing security processes

• Assist with building emergency drills, meetings, and overall emergency preparedness

• Assist with organizing weekly on-call personnel schedules and related data

• Keep department files organized and up to date

CORE COMPETENCIES

• Should have a professional demeanor and attitude

• We appreciate individuals that value the importance of great customer service

• Our ideal candidate should know how to write and verbally communicate in a professional manner

• Possess the ability to remain calm and solution-focused under pressure

• We need someone with strong organizational and multitasking skills

• Sound judgement and ability to maintain confidentiality is a must

• We appreciate individuals with a high attention to detail and accountability

• This individual should have effective time and workload management skills

KNOWLEDGE / EXPERIENCE / EDUCATIONAL REQUIREMENTS

• Minimum of 2 years’ experience in property management

• Intermediate to advanced proficiency in Word and Excel

• Experience using Yardi or similar property management software

• CPR certification required (training provided)

• Bachelor’s degree preferred