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Form of work* THIS POSITION IS PART TIME - IN OFFICE*
HPI Real Estate and Investments is a full service real estate company serving Austin, San Antonio, Dallas and the surrounding Central Texas areas. The Assistant Property Manager is an essential role at HPI. This role assists the Property Manager in the management of office, industrial or retail buildings in the areas of building operations, facility maintenance and repair, tenant and vendor relations, project management, accounting processes, invoicing, A/R, A/P and financial reporting/budgets.
Priority functions / Responsibilities
o Prepares tenant move-in/move-out notices
o Communicates various correspondence to tenants and vendors as needed
o Requires occasional inspections of properties, and meeting with tenants.
o Prepare and send out A/R letters & delinquency letters
o Ensure tenant insurance is compliant with the lease and valid on file at all times.
o Enforces building operating regulations, including use of parking and other common areas.
o Manages a wide variety of special projects associated with renovation and remodelling of tenant spaces, particularly with respect to new tenant move-ins. Coordinates with tenants and supervises new contract work
o May process daily time summary reports for building maintenance technicians by deadlines, assist maintenance and manager with prioritization of tasks.
o Reviews daily security reports and initiates follow-up actions as appropriate.
o Review all vendor invoices for accuracy and in compliance with the vendor contract and the client's accounting procedures.
o Prepare vendor invoices for approval by supervisor and issue to appropriate accounting department for processing. Ensure that this process takes place in an accurate and timely manner.
o Ensure new vendor forms and appropriate insurance on file for all vendors.
o Audit and approve vendor invoices for payment in accordance with the client's accounting procedures. Invoices should be coded accurately with minimal errors.
o Assists in preparation of materials (bids, inspections, project work) and developing annual operating budgets for assigned buildings and functional areas; monitors financial expenditures to ensure compliance.
o When necessary, assist manager in preparing timely and accurate monthly variance reports as well as provide other financial reporting information as required by client. Reporting requirements should be completed in a timely manner (monthly, quarterly, etc.).
Knowledge, Skills, and Abilities Required:
Priority functions / Responsibilities
- Tenant Communication
o Prepares tenant move-in/move-out notices
o Communicates various correspondence to tenants and vendors as needed
o Requires occasional inspections of properties, and meeting with tenants.
o Prepare and send out A/R letters & delinquency letters
o Ensure tenant insurance is compliant with the lease and valid on file at all times.
- Building Operations & Capital Improvement
o Enforces building operating regulations, including use of parking and other common areas.
o Manages a wide variety of special projects associated with renovation and remodelling of tenant spaces, particularly with respect to new tenant move-ins. Coordinates with tenants and supervises new contract work
o May process daily time summary reports for building maintenance technicians by deadlines, assist maintenance and manager with prioritization of tasks.
- Vendor Management
o Reviews daily security reports and initiates follow-up actions as appropriate.
o Review all vendor invoices for accuracy and in compliance with the vendor contract and the client's accounting procedures.
o Prepare vendor invoices for approval by supervisor and issue to appropriate accounting department for processing. Ensure that this process takes place in an accurate and timely manner.
o Ensure new vendor forms and appropriate insurance on file for all vendors.
o Audit and approve vendor invoices for payment in accordance with the client's accounting procedures. Invoices should be coded accurately with minimal errors.
- Rent Management & Financial Reporting Assistance
o Assists in preparation of materials (bids, inspections, project work) and developing annual operating budgets for assigned buildings and functional areas; monitors financial expenditures to ensure compliance.
o When necessary, assist manager in preparing timely and accurate monthly variance reports as well as provide other financial reporting information as required by client. Reporting requirements should be completed in a timely manner (monthly, quarterly, etc.).
Knowledge, Skills, and Abilities Required:
- 2-5 years real estate or property management related experience strongly desired.
- Minimum HS Diploma required, Some College/College Degree or comparable work experience preferred
- Ideal: Completed CPM/RPA courses
- Strong administrative, organization skills, and ability to prioritize work and attention to detail
- Professional and ability to keep information confidential
- Technical/Special Skills: Familiarity with computer software programs such as Microsoft Office products (Word, Excel, PowerPoint, Publisher), Angus Work Order System, Yardi accounting software, myCOI insurance compliance software; basic understanding of accounting; excellent communication skills.
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