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Form of workJob Description
Position Summary: The Assistant Property Manager (APM) will work closely with the PROPERTY MANAGER to oversee all aspects of the building’s general operations. The APM will perform administrative duties related to the operation of the properties which include but are not limited to responding to tenant requests, troubleshoot property-related issues, working with vendors, assisting manager with the compilation of monthly reports, budgets and CAM reconciliations and various tracking reports. The qualifications and essential functions listed below are intended to describe the general nature and level of work being performed by individuals assigned to this position; they are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.
Core Competencies:
- Excellent interpersonal, customer service, analytical, critical thinking and problem-solving skills.
- Ability to multitask, adapt quickly to change and deliver projects within deadlines.
- Extremely organized, detail-oriented, accurate and thorough.
- Ability to work independently, as well as collaborate with cross-functional teams.
- Amazing oral and written communication skills.
- Knowledge of property management industry as it relates to facilities.
Position Responsibilities:
- Answers and directs phone calls.
- Receives and distributes office mail.
- Proofreads and types documents including reports and correspondence.
- May assist with the preparation of leasing statements, reporting, stacking plans or any other property tracking system.
- Assists in lease administration activities by processing all lease documents including renewals, modifications assignments, etc.; which includes abstracting leases and keeping tenant data bases current.
- Ensures all property Certificates of Insurance for tenants and vendors are current and updated in “MRI” tracking system.
- Communicates daily with customers (tenants), vendors, and coworkers.
- Monthly A/R collections follow-up as directed by PROPERTY MANAGER (defaults, turn over to attorney, etc.).
- Assists PROPERTY MANAGER with all aspects of annual budget preparation, monthly financial airports and CAM reconciliations.
- Participates in performance oversight of all service vendors who perform contracted services.
- Manages the maintenance work order requests for the property.
- Review, code and submit invoices to Accounts Payable System for payment.
- Reconcile vendor statements, invoices and payments.
- Assists and coordinates on-site leasing inquiries, tenant move-ins and move-outs.
- Competitively bid and prepare all service contracts to assure high quality and cost-effective services. Assemble and analyze contract bids; submits bids, recommendations and standard form contract agreement to PROPERTY MANAGER for review.
- Ensures that site files are organized, maintained and updated (where applicable).
- Handles vendor inquiries and works with internal business partners to resolve discrepancies.
- Perform or assist with regular property inspections to ensure building operations are performed to standards and procedures.
- Review incident reports and communicate with PROPERTY MANAGER, client and/or insurance company, as applicable
- Assists with special projects as requested, other duties as assigned and all other general and administrative duties applicable to an office environment.
Role Qualifications:
- Minimum of 3-5 years of relevant experience, including property management.
- Strong computer skills including advanced MS Office Suite.
- High School Diploma (or equivalent) required.
- Bachelors Degree preferred, but not required.
- CA Real Estate license is preferred, but not required.
- MRI software experience is preferred, but not required.
Supervisory Responsibilities:
None.
Compensation and Benefits:
- Competitive Compensation (DOE)
- Commission Plan (if applicable)
- Paid Time Off (PTO), PSL (Paid Sick Leave) and Holiday Pay
- Flexible Summer Schedules
- Health Insurance Benefits (Medical, Dental, Vision, Life)
- 401(k) Plan
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Physical demands: While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel objects, reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/ or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- Work environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate and consistent with an office environment.
