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

JOB CONDITIONS

This position must be able to remain in a stationary position up to 75% of the time.  The job requires constant operation of a computer and other office equipment.  Must be able to assess and process large amounts of data using a variety of software applications.

All building staff may be subjected to a separate security clearance/background check by Federal, State or Municipal tenants.  A valid driver’s license is requirement of the job.