Assistant Property Manager

Assistant Property Manager

Atlanta, GA – Downtown Atlanta – 303 Peachtree St., NE

This position is a work from the office 4 days per week with 1 day permitted to work remotely.

SUMMARY:

The Assistant Property Manager reports to the Property Manager and will be responsible for providing administrative and management support for the property management team. The successful candidate will be a highly motivated, collaborative team player with the ability to foster good working relationships with the team, tenants, Truist real estate and external partners. The person must possess an excellent work ethic with the ability organize and prioritize competing requests and remain calm in potential emergency situations. They must be detail oriented and able to meet deadlines with quality work product.

ESSENTIAL ROLE REQUIREMENTS:

• Property Inspections to identify substandard conditions and review and evaluate vendors’ work.
• Utilize available resources and corrective actions for substandard conditions
• Review nightly security, housekeeping reports, creating action plans/work orders as necessary
• Monitor performance of service providers through visual inspections upon completion of work
• Track and communicate vendor work to team members; ensure services are completed per contract, invoices reviewed/coded/approved and paid on time.
• Coordinate work schedules and ensure adherence to building rules and access approval for tenant suites
• Meet with housekeeping and other vendors as needed, inspecting work in progress and maintaining service records.
• Maintain a current list of tenant contacts and facility coordinators and population counts; update quarterly
• Communicate building information, inspections, announcements to tenant facility coordinators
• Receive customer request and coordinator work or obtain necessary information or quotes for billable services.
• Resolve tenant concerns or complaints, recording on tenant complaint log
• Update Tenant Handbook annually
• Coordinate other tenant engagement events, anniversary flowers, tenant satisfaction survey, etc.
• Document all correspondence per Portman Management’s information documentation procedures.
• Responsible for misc. tenant billing, HVAC billing, obtaining invoices, submitting in Yardi
• Assists Property Managers with annual budgeting and monthly reporting
• Coordinates security access for tenants/visitors/vendors, verifying insurance certificates are on file
• Track, review and request COIs for tenants, building vendors and tenants’ vendors
• Process requests for additional hard keys for tenants, verify against key schedule and maintain key request documentation & deliver keys.
• Assists with life safety training and participate in drills
• Constantly reviews work order system, ensuring work orders up to date and follow up with vendors for updates, ensuring timely completion
• Reviews tenant lease and assists with lease abstracting in property management software
• Create tasks for projects in accordance with property management’s procedures and monitor and maintain tasks
• Assist Property Managers with contracts, including writing and distributing RFPs, analyzing bids, writing service and master contracts, work orders, additional work letters and other documentation requirement by Portman or client.
• Track and facilitate signature of documents.
• Assist Property Managers with tenant retention events/activations, including brainstorming, planning, marketing, organizing and staffing.
• Design and produce marketing materials, when requested.
• Cover TSA breaks, lunch vacation or sick time as needed.
• Collect rent if needed
• Show vacant space, as assigned by leasing team
• Review aged receivables and write and distribute late notices and default letters as appropriate
• Other duties as assigned by Property Managers

REQUIRED EDUCATION, SKILLS and EXPERIENCE:

• An undergraduate degree (real estate, business, marketing or similar field preferred)
• Georgia Real Estate License required
• Two to three years commercial property management experience
• Familiarity with real estate software systems such as Yardi or MRI
• Proficiency in Microsoft Office and Adobe Acrobat Pro
• Exceptional verbal and written communication skills.
• Strong analytical skills with careful attention to detail.
• Basic knowledge of accounting concepts and ability to produce accurate financial data.
• Strong problem-solving skills
• Excellent organizational skills with ability to plan, prioritize and manage multiple tasks.
• Effective in building relationships with a wide variety of individuals.
• Ability to perform calmly under hectic conditions to include building emergencies
• Must be able to move about property utilizing stairs, ladders and lift up to 25 lbs.

Portman Holdings is deeply committed to building a workplace and global community where inclusion is not only valued but prioritized. We are proud to be an equal opportunity employer, seeking to create a welcoming and diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, family status, marital status, sexual orientation, national origin, genetics, neurodiversity, disability, age or veteran status, or any other non-merit based or legally protected grounds. Portman is committed to providing reasonable accommodations to qualified individuals with disabilities in the employment application process.