Assistant Property Manager

The Assistant Property Manager assists in overseeing the day-to-day activities and overall management of the properties. They help increase the value of assigned properties by providing support and organization while ensuring optimum performance of the portfolio including leasing and management aspects.

ESSENTIAL FUNCTIONS/TASKS

• Assist Property Management team in the overall management of the properties by increasing the value of assigned properties by providing support and organization and to create and implement a comprehensive management and leasing plan.
• Prepare and/or maintain files for each assigned property that provides information on buildings, utilities, contractors, contracts, emergency procedures, property insurance, and other information necessary to operate each property.
• Assist with the day-to-day activities meeting their deadlines and priorities (i.e. accounting timelines, ensuring the accuracy in new tenant set-up, coding and data entry of payables, work order timelines as it relates to tenant service, etc.).
• Conduct move-in and move-out suite inspections with tenants prior to occupancy or upon expiration of lease, and complete related paperwork for security deposit refunds or closing out a tenant account on a timely basis.
• Communicate and prepare space for turnover (i.e. rekey, janitorial, painting, carpet, utility (gas/electric) changeover(s), ordering of Park specified signage etc.).
• Investigate accidents, vandalism, property damage, etc. as required. Review situation, write and submit reports to Corporate Risk Management. Discuss insurance issues with appropriate in-house personnel. Authorize repairs and mobilize vendors.
• Assist in preparation of annual budgets.
• Assist in preparation of quarterly reports for assigned properties following company guidelines.
• Review operating statements and aged receivables on an on-going basis and work with Supervisor to resolve discrepancies as required.
• Track property budget(s) to meet financial obligations.
• Assist in development and implement tenant relations program with team.
• Respond and resolve tenant complaints in a timely and professional manner.
• Under direction of Supervisor, administer Tenants’ and Landlords’ compliance with terms of the Lease.
• Under direction of the Supervisor administer Tenant Defaults with the terms of the Lease/company policy and procedures timelines.
• Inspect properties on a weekly/monthly basis for maintenance and tenant compliance measures.
• Review Certificate of Insurance documents for all tenants and vendor contractors.
• Contract with vendors regarding property operations i.e.(but not limited to) landscaping, HVAC, grounds sweeping, parking lot, storm drain cleaning, electrical, plumbing, trash, etc. Follow appropriate bid process, review information and analyze and award contract utilizing proper in-house signing authority procedures
• Under direction of the Supervisor, prepare appropriate spending approval forms (MSC) for signature by Supervisor prior to awarding the work; prepare contracts for signature thereafter. Track all MSCs and contracts.
• Obtain labor and material releases from contractors and prepare and post notices of non-responsibility as needed for any Tenant Improvement or capital work.
• Prepare Lease Abstracts, Lease Analysis, and assist with Lease Document drafting if needed.
• Assist with special projects, involving research and analysis, as requested by Supervisor.

ADDITIONAL TASKS

• Work with on-site property team members ensuring internal tasks and projects get completed on time.
• Type correspondence/leases/reports/memos, etc., copy, distribute and file. Paperwork must be prepared accurately, timely and meet specified deadlines. Proofread and spell check all paperwork before it leaves the department.
• Manage routing and distribution of all internal and external correspondence following company procedural guidelines. Involves typing envelopes, copying, filing, faxing, and mailing.
• Answer telephones promptly and take detailed and accurate messages. Answer department staff telephone lines if staff is unavailable or pre-occupied.
• Maintain tenant/vendor files and good record keeping. Involves copying, filing, assembling, labeling, and organizing new files. Follow up in written format with a copy of the letter to the tenant lease file or vendor file.
• Exercise good customer service skills when assisting tenant inquiries, vendors, and others.
• Maintain and safe keeping of key and lock distribution to tenant suites.
• Print and distribute weekly Lease Status reports & various other reports for the department.
• Work on any additional projects/properties as designated by the Supervisor.

Experience, training, skills required:

• A minimum of three to five years’ experience in property management of commercial properties real estate (industrial, office and/or retail) including handling property maintenance and repair, tenant improvements, tenant complaints, contracts, lease administration and enforcement.
• Knowledge and understanding of real estate laws and procedures.
• Analytical skills and an understanding of various accounting/financial tools and procedures.
• Ability to read and interpret lease documents, strong analytical skills.
• Strong and efficient computer skills including Microsoft Office, property management software systems (Yardi experience preferred).
• General knowledge and understanding of blueprints and drawings.
• Above average skills in grammar, spelling, and math.
• Familiarity with telephone system(s) in a medium-to-busy office. Professional telephone etiquette with friendly demeanor.
• Ability to handle multiple tasks coordinates, manage and communicate effectively in both written and verbal form.
• Utilize good customer service skills when assisting tenant inquiries, vendors and others.
• Problem solving talents, proactive approach in role.
• Strong organizational skills, attention to details and ability to remain composed and flexible.
• Self-motivated with ability to follow-through and exercise good judgment; creative and resourceful.
• Maintains professionalism at all times; maintains decorum in personal activities and conversation.
• Dependable, reliable, cooperative. Good interpersonal skills. Positive attitude and, cheerful disposition in a team-oriented environment.

Education:

• Bachelor’s Degree Preferred in Real Estate, Property Management, Business Administration or related field. Or the equivalent experience in the Real Estate field.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.