Assistant Property Manager

Job Description:

POSITION SUMMARY:

The Corporate Services team is dedicated to customer service and hospitality by providing all employees and clients with an exceptional overall experience from the moment they enter a Dimensional building. The Corporate Services Assistant Property Manager works with multiple areas of the business at Dimensional Fund Advisors and third-party tenants to deliver best-in-class customer service and asset management. The Assistant Property Manager supports the daily operations, financial performance, and tenant relations of a single, commercial office real estate development and works closely with the Property Manager to ensure operational efficiency, financial accuracy, tenant satisfaction, and compliance with lease terms and company policies.  The ideal candidate is detail-oriented, organized, financially proficient, and capable of managing multiple priorities in a fast-paced commercial real estate environment.

DUTIES & RESPONSIBILITIES:

• Assist with day-to-day operations management of a single real estate development.
• Assures that internal and external customers are offered a comfortable, safe, and attractive work environment.
  • Proactively inspects building systems, common areas, customer and vacant spaces, and parking garage and exterior grounds to determine condition and provide support for appropriate action
  • Assists and provides feedback to Property Manager on service requests and makes recommendations such as maintenance requirements for improved workflow
• Plays a critical role in supporting the financial performance and reporting of the property portfolio which include financial activities such as:
  • Accounts Receivable and Rent Collection
    • Generate and distribute monthly tenant rent statements and invoices in accordance with lease terms
    • Monitor rent payments and track delinquencies
    • Follow up on late payments and issue notices as directed by the Property Manager
    • Partner with Accounting/Finance to process and apply tenant payments accurately
    • Assist with collection efforts and escalate delinquencies to Property Manager to partner with legal counsel when necessary.
  • Accounts Payable
    • Review and code vendor invoices for accuracy and proper allocation in accordance with the operating budget
    • Verify contract compliance and approval before submitting invoices for payment
    • Ensure timely processing of payments to vendors and service providers
    • Maintain organized records of all financial transactions
  • Annual Operating Budget Support and Monthly Financial Reporting
    • Assist in preparing annual operating budgets in collaboration with the Property Manager i.e. sourcing price increases from vendors, entering details into budget files, estimating annual increases YOY
    • Track actual expenses against budget and identify variances
    • Review monthly financial reports, including income statements, expense summaries, and variance reports for accuracy
    • Support forecasting activities and cash flow projections
    • Monitor operating expenses to help control costs
  • Annual Reconciliations
    • Assist with CAM (common area maintenance) reconciliations and year-end expense true-ups
    • Track recoverable and non-recoverable expenses
    • Maintain detailed documentation supporting tenant bill-backs and reconciliations
    • Coordinate with accounting to ensure accurate calculation of tenant reimbursements
  • Lease Administration Support
    • Reading and understanding tenant leases
    • Becoming familiar with the rent schedules to monitor annual billing escalations
    • Understanding construction timelines, tenant allowance billings and building rules and regulations to assist Project Management team with new tenant construction
• Helps prepare, administer and participates in property’s emergency management plan in partnership with Corporate Services Dept. Heads, Risk Management & Legal teams.
  • Plays an integral role in assisting with coordination of annual Fire Drills, Fire Warden Training i.e. helping to administer the management plan to building tenants, prepare necessary warden training presentations, etc.
  • The Assistant Property Manager acts as the Assistant Chief Fire Warden (or Chief Fire Warden in the absence of the Property Manager), helping to direct flow of traffic to emergency assembly areas, checking in tenants from each floor of the building, and aiding Property Manager as needed to relay evacuation status to the Fire Dept.
• Responsible with assistance of engineering, janitorial and security programs on the campus.
• Complete understanding of management contracts, vendor agreements, certificates of insurance and other building/facilit