Careers

• Answer all incoming telephone lines. Ensure that phones are tended to by 8:00 am each morning and forwarded at 5:00 pm each evening.


• Determine urgency and respond to all inquiries/requests promptly. Prepare work order requests and dispatch promptly. Track completion and follow-up on open work order requests daily and report findings of any chronic unresolved service requests to Property Manager.


• Greet office visitors in a friendly and professional manner, offer visitors refreshments, and maintain receptionist desk, reception area, kitchen, copy room and conference room in a neat and organized manner.


• Open and stamp all incoming mail and distribute accordingly daily. Handle all outgoing mail.


• Coordinate maintenance service for all office equipment, order and maintain office supply inventory, and maintain postage meter.


• Initiate tenant notifications of all building activities, initiate security notifications of events requiring security assistance.


• Coordinate tenant parties and Christmas decorations.


• Order tenant signage, update web directory.


• Prepare monthly tenant invoices to include credits, write-offs, and miscellaneous billings (i.e., electrical, OT HVAC, building services, late fees, etc.) and forward copies of all invoices to Accountant in charge of property promptly.


• Code all incoming invoices timely and submit to Assistant Property Manager for processing.


• Ensure all tenant and vendor certificate of insurance are updated and filed in accordance with the Stiles Management standards. Utilize a tickler system to maintain and record certificates. Send reminder letters and make phone calls as necessary and update expiration dates in Vendor Insurance Spreadsheet.


• Provide assistance to the Property Manager in preparation of budget and business plan as necessary.


• Maintain property management filing system, lease files, a/p files, construction files, vendor contract files in a current and organized fashion.


• Maintain the Building Access Card System data base in a current and organized fashion. All access card activations, deactivations or changes need to be completed on a daily basis. Create an invoice for every new card that is issued and provide the parking vendor with a copy of all access card invoices to enable them to track all monies due. Update the Access Card List as needed and submit updated copies to the security guards and to the garage cashiers.


• In general, perform administrative duties as required for the Property Manager.


• Other projects and duties as assigned by the Property Manager, Senior Engineer and Regional or Corporate offices.

• Type: Full-time
• Education: Associate's Degree
• Minimum Experience: 5 years
• Reference ID: Admin - Miami

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ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Painting and sweeping of common areas, mechanical rooms, equipment rooms.


• Replace light bulbs and ballasts/ Adjust time clocks.


• Monitors inventory and purchases materials as needed.


• Initiates preventative maintenance programs and maintains property inspection logs.


• Committed to maintaining a work environment that is free from all forms of discrimination.


• Monitoring inventory and purchases, tenant work orders, sub-contractors performance and quality of maintenance work.


• Performs general maintenance.


• Performs work orders as assigned by management.


• Monitors property condition and reports to Manager.


• Performs occasional pressure cleaning.


• Basic knowledge of plumbing and electrical.

OTHER SKILLS and ABILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactory. 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

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to stand, walk, and sit and to use hands to handle, or feel tools, or controls; to reach with hands and arms; and talk or hear. Climb and work from ladders. The employee must lift and/or move up to more than 75 pounds. Specific vision abilities required by this job include close, distant, color, peripheral, vision as well as depth perception and the ability to adjust focus. Position requires working outdoors for extended periods.

• Type: Full-time
• Education: 2-4 years related work experience.
• Minimum Experience: Education or equivalent training, High School Diploma or GED equivalent.
• Reference ID: Maint Worker

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• Assists and administers lease agreements


• Maintains quality tenant relations and builds positive relationships with tenants via phone or email. Inspect properties when directed by Manager


• Assists with implementation of preventative maintenance programs working with Stiles Maintenance and Contractors


• Collects monthly rent payments, contacts delinquent tenants


• Follows up on all maintenance requests and assists tenants with operation questions and concerns


• Assists in budget preparation, information gathering and data input


• Assists in the preparation of new projects gathering information for operating and start-up budgets


• Completes weekly timesheets


• Completes the monthly reports for the Managers approval. Coordinate with Accounting Department on property accounting issues (i.e. rental charges, invoicing, reconciliation's, tenant billing and invoicing processing)


• Process tenant reimbursements (card applications, invoices, conference room) to accounting and generate individual invoices for each tenant


• Performs vacant space inspections


• Monitor and dispatch maintenance services via Workspeed as necessary and advises manager of work activity


• Complete Welcome Tenant Packages, Rental Commencement Letters and Tenant Space turnover


• Coordinates tenant move-ins and move-outs


• Maintain emergency notification list from tenants and vendors


• Answer incoming calls


• Open, date stamp, distribute daily mail


• Order office supplies


• Maintain office equipment leases; coordinate repairs


• Maintain staff meeting minutes


• Maintain inventory lists


• Maintain filing current


• Draft tenant newsletters


• Responsible for maintenance of:
  
  
  
  • Emergency Procedures
  
  
  • Tenant Information Handbook
  
  
  • Standard Operating Procedures Manual
  
  
  • Emergency contact lists (tenant, vendor & staff)
  
  
  • Tenant & Vendor Insurance Reports
  
  
  • Tenant Occupational License
  
  
  
  


• Review for accuracy:
  
  
  
  • Lease Abstracts
  
  
  • Lease Commission invoices / matches agreement
  
  
  
  


• Maintains and Reports Risk Management Policies and Incidents — immediately upon occurrence


• Verify completeness of property files and property binders


• Maintains good relations with:
  
  
  
  • Tenants
  
  
  • Vendors
  
  
  • Brokers
  
  
  
  


• Work with office members to achieve objectives


• Prepare vendor contracts


• Maintain vendors insurance current and consistent with contract requirements


• Maintain vendor information
  
  
  
  • contract start date
  
  
  • certificate of insurance information
  
  
  • send W-9 to vendor for completion
  
  
  
  


• File W-9 in binder and vendor file


• Set up and maintain vendor files


• Handle tenant complaints


• Maintain key system logs


• Ensure signage for new tenants is obtained


• Code payables and input for manager's approval


• Set up and maintain lease and property files


• Maintain tenant insurance current and consistent with lease requirements


• Send and file tenant rent statements monthly


• Initiate tenant lobby events


• Order tenant anniversary lunches/gifts


• Respond to tenant & vendor inquiries


• Maintain and prepare security after hours log


• Maintain tenant conference room reservations


• Maintain and update cleaning log


• Review security log and note items of concern and generate workorders


• Process card access applications and make cards


• Other duties may be assigned which are consistent with the position.

• Type: Full-time
• Education: Minimum of an Associates Degree preferred.
• Minimum Experience: 1-3 years experience, preferably with commercial property management.
• Reference ID: APM - Miami

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• Must have extensive knowledge of HVAC systems, fire control, standby generator, security systems and all other related station equipment


• Extensive knowledge of LEED/green sustainable practices


• Perform this role with the highest professionalism, enforcing standards of conduct, policies with employees and sub-contractors


• Monitor the safety of the stations, report incidents with documentation and mitigate loss


• Initiate preventative maintenance programs along with tracking and scheduling tasks


• Input all required reports to the Maintenance Management System


• Supervise station maintenance personnel


• Plans weekly work schedule and assigns tasks


• Monitors inventory and purchases materials as needed


• Ensures contractors comply with contract specifications


• Performs work orders as assigned by management


• Monitors property condition and reports to Manager


• Responsible for all aspects of station operations including: Life Safety systems, lighting systems, HVAC system, elevator/escalator, generator system, plumbing and security systems and any other tasks that management deems necessary


• Supervise maintenance personnel, training, scheduling, safety procedures


• Committed to maintaining a work environment that is free from all forms of discrimination


• Procures and evaluates proposals


• Provides training of roll-up and sliding doors, door hardware and lock maintenance


• Sets goals and objectives--short-term and long-term--for maintenance staff.


• Solicits bids in accordance with procurement requirements.


• Oversees preparation of reports, such as statistical and data analysis reports.


• Performs and oversees the daily, weekly, monthly, and annual operational tasks required in the Contract Documents

• Type: Full-time
• Education: High School Diploma or equivalent
• Minimum Experience: 2-4 years
• Reference ID: Station Maint Tech

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ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Must have knowledge of HVAC systems/chillers, fire control, standby generator, security systems and energy management systems.


• Knowledge of LEED/green sustainable practices for office building systems.


• Perform this role with professionalism, enforcing Stiles Corporation's standard of conduct, policies with employees and sub-contractors.


• Initiate preventative maintenance programs.


• Supervise junior maintenance personnel.


• Plans weekly work schedule.


• Monitors inventory and purchases materials as needed.


• Ensures contractors comply with contract specifications.


• Performs work orders as assigned by management.


• Monitors property condition and reports to Manager.


• Provides service to tenant.


• Responsible for all aspects of building operations including: Life safety systems, lighting systems, HVAC system, generator system, plumbing and security systems and any other task that management deems necessary.


• Initiates preventative maintenance programs.


• Supervise maintenance personnel, training, scheduling, safety procedures.


• Hire maintenance candidates. Committed to maintaining a work environment that is free from all forms of discrimination.


• Monitoring inventory and purchases, tenant work orders, sub contractors performance and quality of maintenance work.


• Evaluates Bids and means and motives.

COMPUTER SKILLS:

Microsoft Outlook, Workspeed work order system, Trane Summit, EMS Software, and Security Software

PHYSICAL DEMANDS:

The physical demands described here are representative of these that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk sit and to use hands to handle, or feel tools, or controls; to reach with hands and arms; and talk or hear. The employee must lift and/or move up to more than 75 pounds. Specific vision abilities required by this job include close, distant, color, peripheral, vision as well as depth perception and the ability to adjust focus.

• Type: Full-time
• Education: Education or equivalent training.
• Minimum Experience: 3-5 years experience. Knowledge of standard building equipment and machinery, especially HVAC systems/chillers.
• Reference ID: Bldg Egr - Orlando

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