Jamestown's Newport on the Levee POSITION/LEVEL: Property Assistant FLSA STATUS: Non-Exempt DEPARTMENT: Property Management DATE: August 2026 Position Summary: This is a highly visible position expected to display and maintain the utmost professionalism at all times. Responsible for all lobby functions, including answering & directing calls, taking/forwarding messages, receiving guests & notifying internal employees of their arrival & keeping the lobby clean, organized & well maintained. Also responsible for assisting GM and AGM with general property functions. The Property Assistant must be a team player with a positive attitude and demonstrated flexibility. The ideal candidate will display strong customer service skills and experience, along with presenting themselves in a professional and courteous manner. Must be available Monday through Friday from 9:00am-5:00pm and must be flexible and willing to assist with a variety of duties as directed including assisting with events after hours and on some weekends. This position is supervised by the Assistant General Manager & General Manager. Specific Duties and Responsibilities (Essential Job Functions): • Provide front desk coverage through answering main phone lines timely and greeting guests in a professional, courteous manner • Answers and directs incoming calls • Logs in packages; coordinates distribution to employees • Manages the mailroom and assists with distributing mail • Informs security if there are any issues for their attention • Shares knowledge of Newport on the Levee events with callers, guests, and employees • Maintains and updates employee contact information on phone lists, titles, quick lists, etc. • Curates all teams weekly schedules and distributes to all staff • Maintains and updates all Vendor and Tenant contact information. • Maintains updated certificates of insurance for both Vendors and Tenants with correct requirements • Prepare and edit correspondence, communications, presentations, and other documents. This includes correspondence and notifications that go out to tenants • Assist in responding to and logging all guest issues/comments in a professional, courteous manner. • Manages project and work order management system. • Code and process all invoices in a timely manner and effectively communicate with the accounting and management team • Completes monthly sales psf maps, quarterly sales reports, and ensures sales are entered into MRI and spreadsheet in a timely manner • Pull monthly utility invoices for processing and get them to Jason to billback to tenants • Send monthly utility invoices to tenants • Manage the credit card receipts, pull AMEX statement and submit form for wiring monthly • Manage the community calendar with updated events and happenings around the Greater Cincinnati area • Maintains tenant late opening/early closing report, tenant maintenance tracker, and Energy Star utility entry • Maintain and organize tenant and vendor files • Order and maintain an inventory of office supplies and equipment • Ensure office presentation is professional at all times, including the conference room and community rooms • Manage conference room and the conference room calendar • Develop and maintain positive relations with retailers, office tenants, and vendors • Coordinate with IT for office projects – Conference Rooms, etc. • Update tenant manuals , and construction/design manuals • Provide refreshments for meetings and daily use. Assist in coordinating special outings, team birthdays, holiday parties, etc. • Assist with purchasing items for events and event operations • Works efficiently with multiple departments ensuring real-time communication and follow-through • Other responsibilities as requested Other Job Requirements: • Provides backup on various admin tasks as assigned • Assists with general maintenance of kitchens and other common areas • Inputs info and creates labels for Fed Ex/UPS pkgs • Must be highly organized Qualifications: • Minimum 1-2 years of administrative experience, preferably in property management • Bachelor’s degree required from 4-year college or university • Financial acumen • Attention to detail • Results driven • Marketing and technologically savvy • Strong organizational and planning skills required • Exceptional communication and interpersonal skills with a customer-service focus • Proficiency in Microsoft Office (Outlook, Word, and Excel) Physical Requirements: • Sitting for up to 8 hours a day • Standing for up to 8 hours a day • Walking for up to 8 hours a day • Ability to lift up to 20 pounds • Stooping • Using a telephone • Communicating verbally in person and on the telephone • Ability to climb ladders and stairs • Ability to use a computer • Ability to multi-task • Smiling