Assistant Property Manager

ESSENTIAL JOB FUNCTIONS:

• Provide excellent tenant service. Respond to tenant requests/problems in a timely and courteous manner. Follow up with the tenant to ensure a satisfactory resolution.
• Establish and maintain strong and positive relationships with all clients, property tenants, vendors, and contractors.
• Track and file vendor and tenant Certificates of Insurance. Maintain insurance tracking system database.
• Order and maintain property signage.
• Maintain contact lists and insurance information.
• Develop and maintain key calendar dates for each property.
• Preparation of bid comparison analysis and evaluations.
• Provide administrative support for all building and tenant improvement projects.
• Create and maintain vendor files.
• Oversee service contracts, tracking expirations, and preparing bid packages when necessary.
• Complete regular inspections of the properties and recommends alterations and/or maintenance of the property and oversee work as necessary.
• Assist in the preparation of ownership reports for review and approval by senior management.
• Lead the preparation of the annual Budgets and Operating Expense Reconciliations for review and approval by senior management and ownership.
• Serve as the main liaison between the tenants and Director.
• Coordinate tenant move-ins and move-outs.
• Coordinate new tenant occupancy information.
• Manage Collier's office systems and procedures.
• Schedule life/safety inspections and ensure buildings remain in compliance.
• Become proficient with all property management and accounting software.
• Code and process vendor invoices and accounts payable.
• Assist the Director in the establishment of the Property Management Plan, Preventative Maintenance Policies and Procedures, Emergency Manual, and Property Operations Manual.
• Assist accounting with questions related to the property and resolution of financial issues.
• Other duties as assigned.

LEASE ADMINISTRATION DUTIES:

• Assist in lease administration activities including abstracting and compliance.
• Create and maintain lease and property files.
• Create and distribute monthly rent statements.
• Prepare A/R status worksheets, apply and reconcile A/R, and follow-up as required.

ADMINISTRATIVE RESPONSIBILITIES:

• Assist in the preparation of financial packages as needed.

• Set up and maintain tenant, prospect, vendor, and general correspondence files.

• Order and maintain adequate stock of office, copy, and kitchenette supplies.
• Provide full administrative support including phone support, reports, filing, and distribution of correspondence.
• Schedule and coordinate meetings and special events as requested.
• Troubleshoot computer and phone system issues and schedule appropriate service.

Requirements

• Two (2) plus years of experience in property management.
• Experience with Microsoft Office suite with specific strength in Excel.
• Highly organized and capable of meeting strict deadlines.
• Able to undertake multiple projects and manage shifting priorities.
• Ability to be proactive and initiate follow-through of the task and until completed.
• Strong communications skills and customer focus.
• Entrepreneurial mindset – Loves to be challenged, determined to win, puts clients and teammates first, collaborative, and operates on trust.
• High integrity – Trusted, direct, truthful, confident.
• Ability to interact with high-level professionals.

• Ability to keep information strictly confidential.

HELPFUL SKILLS

• Familiar with property management and accounting software such as Yardi and MRI.
• Familiar with property management systems such as Angus Anywhere and AVID.
• Familiar with database and project management software such as Smart Sheet.

Benefits

Inland Companies and Colliers International Wisconsin is the largest full-service real estate firm in Wisconsin with expertise in Commercial Real Estate Brokerage, Property Management, Investment Services, Real Estate Development, and Construction.

At Inland Companies and Colliers International Wisconsin, we believe culture is what truly makes us unique, so we are not only seeking a candidate with the right experience, but also an individual that aligns with our core values.

Our company is built on the virtue of INTEGRITY and is based on three principles:

Warrior-Spirit

- We desire to be challenged, love the pursuit and are determined to win.

- We commit to being our best.

- We are enterprising. We imagine, create and innovate.

Empathy

- We put others first – our team mates and our clients.

- We value EQ over IQ.

- We operate on trust, not fear.

Better Together

- We love what we do and we love doing it together.

- We believe the whole is greater than the sum of its parts.

- We can do anything together. We are family.

Since 1971 our approach to business has been simple - help identify the needs of our customers and offer solutions that work. We’re committed to providing superior real estate services that exceed our customer’s expectations and build relationships that stand the test of time.

Colliers International provides equal employment opportunity to all persons. No employee or applicant for employment will be discriminated against because of race, creed, origin, marital status, sexual orientation, age, otherwise qualified disabled or veteran status or any other characteristic protected by law.