Assistant Property Manager

About Us:

Shin Yen is a premier commercial real estate company with an extensive portfolio of properties in diverse regions. Our unwavering commitment to delivering outstanding services in property management, leasing, and investment has fueled our active expansion. In line with our growth, we are actively looking for experienced, detail-oriented individuals to join our team and contribute to our continued success.

Position Overview:

We are seeking an Assistant Property Manager for our commercial retail real estate portfolio. The ideal candidate will be a detail-oriented individual with exceptional organizational skills and a strong background in administrative tasks, tenant and vendor interaction, documentation and compliance, lease management, and property maintenance and management. The Assistant Property Manager will play a crucial role in supporting the Property Manager and ensuring the efficient operation of our properties.

Key Responsibilities:

▪ Property Management Support: o Assist the Property Manager in overseeing day-to-day operations of commercial retail properties.

o Utilize Yardi property management software to maintain accurate and up-to-date property records, including leases, tenant information, financial data, and maintenance records.

o Generate and distribute reports as needed, using Yardi software to track property performance metrics. o Troubleshoot service calls, addressing tenant concerns promptly and efficiently.

o Coordinate sending ACH and W-9 information to tenants upon request, ensuring compliance with regulations.

o Generate aging detail reports, identifying delinquent tenants, and provide insightful comments for Property Manager review.

o Support Property Manager with late fee reports and billing tasks in Yardi property management software.

o Assist the Property Manager with budgeting tasks and inputting data into Yardi for financial analysis.

o Support Property Manager with CAM estimates, CAM reconciliations, data entry, and preparation of tenant letters.

▪ Tenant Relations:

o Serve as a primary point of contact for tenants, addressing inquiries, concerns, and requests in a timely and professional manner.

o Coordinate lease renewals, lease amendments, and tenant move-ins/outs, ensuring all documentation is accurate and up to date in Yardi.

o Engage in tenant rent collection through emails and phone calls, maintaining professional communication.

o Issue notices of non-responsibility in accordance with property policies and legal requirements.

▪ Vendor Management:

o Serve as the primary point of contact for all tenants, vendors, visitors, and other stakeholders.

o Prepare tenant billbacks for management approval and maintain accurate records of billbacks.

o Maintain tenant contact information for emergencies, accounts payable-related matters, and lease-related matters.

o Maintain active correspondence with tenants, lease administrators, accounting clerks, and managers regarding accounts receivable and other matters.

o Assist tenants with maintenance/service calls by coordinating with appropriate contractors, obtaining estimates, preparing contracts, and processing invoices.

o Work closely with vendors and contractors to coordinate property maintenance and repairs, utilizing Yardi to track work orders, invoices, and vendor performance.

o Maintain active communication with day porters, security officers, and engineers to ensure smooth property operations.

o Process vendor invoices and ensure timely payment, reconciling invoices with budgetary constraints as necessary.

▪ Financial Management: o Assist in budget preparation and financial forecasting for assigned properties, utilizing Yardi to track expenses, income, and variances.

o Monitor tenant accounts receivable and assist in collection efforts as needed, utilizing Yardi to track payment histories and delinquencies.

▪ Lease Administration:

o Prepare lease amendments, assignments, and license agreements for manager's review and modification, ensuring compliance with lease terms and regulations.

o Review broker commissions and ensure accuracy of commission calculations.

o Acquire monthly/annual gross sales reports from tenants and maintain accurate records of sales data.

o Prepare "welcome" packets for new tenants and assist with utility transfers as needed.

o Maintain lease files and documentation in Yardi, ensuring accuracy and compliance with lease terms and regulations.

o Coordinate lease abstracting and ensure key lease information is accurately entered into Yardi for reporting and analysis purposes.

▪ Property Inspections and Maintenance:

o Conduct weekly regular property inspections to assess maintenance needs, safety hazards, and overall property condition.

o Analyze security reports for actionable items, ensuring a safe and secure environment for tenants and visitors.

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 Manage files, including tenant and vendor documents, ensuring accuracy and accessibility in data management systems, such as Yardi.

o Issue notices to tenants regarding scheduled work on-site, lease violations, accounts receivable, and reporting.

o Update vendors with bill payment status and maintain organized vendor files.

o Organize workroom/office space and order necessary supplies for daily operation.

▪ Documentation and Compliance: o Acquire tenant and vendor Certificates of Insurance (COIs) and verify insurance coverage according to landlord requirements.

o Update tracking systems and upload COIs to shared drives for easy access.

o Code all incoming utility bills and vendor bills accurately for proper accounting.

o Assist with monthly reporting, budgets, and CAM reconciliations as assigned.

o Prepare service agreements for recurring or one-time projects and maintain accurate records of agreements.

o Prepare property safety inspection reports and ensure compliance.

o Administer required annual fire drills, ensuring tenants are fully informed and documentation is properly acquired and filed.

▪ Property Maintenance and Management:

o Act as a substitute for the manager at all times, especially during emergency on-site visits and move-out inspections.

o Maintain all tracking platforms and mechanisms as required by the manager, ensuring accurate and up-to-date records.

o Perform other duties as assigned to support property management objectives.

Qualifications:

• Bachelor's 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 effectively interact with tenants, vendors, and internal stakeholders.

• Proven ability to prioritize and manage multiple tasks in a fast-paced environment.

• Detail-oriented with strong analytical and problem-solving skills.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).