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Form of workJob Description
This is a fully on-site role based in Chino, and our client provides excellent PPO for medical, dental, and vision 100% paid by the company.
· Property Management Support
o Assisting the Property Manager in overseeing day-to-day operations of commercial retail properties
o Utilizing Yardi property management software to maintain accurate and up-to-date property records, including leases, tenant information, financial data, and maintenance records
o Generating and distribute reports as needed, using Yardi software to track property performance metrics
· Tenant Relations
o Serving as a primary point of contact for tenants, addressing inquiries, concerns, and requests in a timely and professional manner
o Coordinating lease renewals, lease amendments, and tenant move-ins/outs, ensuring all documentation is accurate and updated in Yardi
· Vendor Management
o Serving as the primary point of contact for all tenants, vendors, visitors, and other stakeholders
o Preparing tenant bill backs for management approval and maintain accurate records of bill backs
o Maintaining tenant contact information for emergencies, accounts payable-related matters, and lease-related matters
o Maintaining active correspondence with tenants, lease administrators, accounting clerks, and managers regarding accounts receivable and other matters
o Assisting tenants with maintenance/service calls by coordinating with appropriate contractors, obtaining estimates, preparing contracts, and processing invoices
o Maintaining active communication with day porters, security officers, and engineers to ensure smooth property operations
o Working closely with vendors and contractors to coordinate property maintenance and repairs, utilizing Yardi to track work orders, invoices, and vendor performance
o Processing vendor invoices and ensure timely payment, reconciling invoices with budgetary constraints as necessary
· Financial Management
o Assisting in budget preparation and financial forecasting for assigned properties, utilizing Yardi to track expenses, income, and variances
o Monitoring tenant accounts receivable and assist in collection efforts as needed, utilizing Yardi to track payment histories and delinquencies
· Lease Administration
o Preparing lease amendments, assignments, and license agreements for managers review and modification, ensuring compliance with lease terms and regulations
o Reviewing broker commissions and ensure accuracy of commission calculations
o Acquiring monthly/annual gross sales reports from tenants and maintain accurate records of sales data
o Preparing "welcome" packets for new tenants and assist with utility transfers as needed
o Maintaining lease files and documentation in Yardi, ensuring accuracy and compliance with lease terms and regulations
o Coordinating lease abstracting and ensure key lease information is accurately entered into Yardi for reporting and analysis purposes
· Property Inspections and Maintenance
o Conducting regular property inspections to assess maintenance needs, safety hazards, and overall property condition
o Coordinate with maintenance staff and vendors to address maintenance issues promptly, utilizing Yardi to track work orders and maintenance activities
· Administrative and Clerical Tasks
o Managing files, including tenant and vendor documents, ensuring accuracy and accessibility
o Updating documents and maintaining record-keeping in data management systems, such as Yardi
o Handling mail and correspondence as requested
o Issuing notices to tenants regarding scheduled work on-site, lease violations, accounts receivable, and reporting
o Answering and redirecting incoming calls to appropriate parties
o Updating vendors with bill payment status and maintain organized vendor files
o Organizing workroom/office space and order necessary supplies for daily operation
· Documentation and Compliance
o Acquiring tenant and vendor Certificates of Insurance (COIs) and verify insurance coverage according to landlord requirements
o Updating tracking systems and upload COIs to shared drives for easy access
o Coding all incoming utility bills and vendor bills accurately for proper accounting
o Assisting with monthly reporting, budgets, and CAM reconciliations as assigned
o Preparing service agreements for recurring or one-time projects and maintain accurate records of agreements
o Preparing property safety inspection reports and ensure compliance with safety regulations
o Administering required annual fire drills, ensuring tenants are fully informed and documentation is properly acquired and filed
· Property Maintenance and Management
o Acting as a substitute for the manager at all times, especially during emergency on-site visits and move-out inspections
o Maintaining all tracking platforms and mechanisms as required by the manager, ensuring accurate and up-to-date records
o Performing other duties as assigned to support property management objectives
Requirements
- Bachelors degree in business administration, Real Estate, or related field preferred
- Strong experience in Commercial Property management, with demonstrated proficiency in Yardi property management software
- Understanding of commercial real estate principles, lease administration, and tenant relations
- Excellent communication and interpersonal skills, with the ability to interact with tenants effectively, vendors, and internal stakeholders
- Proven ability to prioritize and manage multiple tasks in a fast-paced environment
- Detail-oriented
