Assistant Property Manager - 820

Description

MUST HAVE previous EXPERIENCE in COMMERCIAL PROPERTY MANAGEMENT

SUMMARY: The Assistant Property Manager is responsible for assisting the Property Manager with managing a property (or group of properties) and fulfilling the manager’s obligations under the property management agreement. The Assistant Property Manager will support the Property Manager with the budget development, preparation of monthly operating reports and client deliveries, tenant billings, collection of rent, processing of property payables, lease abstracting (via AI platform) and administration.

It is also the responsibility of the Assistant Property Manager not only to exhibit legendary customer service when communicating with tenants, prospective tenants, owners, and vendors but also to focus on productivity and results.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist with the activities associated with a property or group of properties.
• Assist with all lease administration duties.
• Assist in the supervision of vendors (landscaping, janitorial, etc.) and maintenance staff.
• Assist with training and leading Property Administrator.
• Perform regular property inspections and complete inspection report. Recommends alterations, maintenance and reconditioning as necessary.
• Assist Property Manager with the development and controlling of operating and capital budget.
• Assist, as needed, the Property Manager to coordinate tenant improvement and capital projects.
• Respond to tenant needs, ensuring that administrative and building technical staff resolve problems promptly.
• Ensures services are provided in compliance with policies, procedures, regulations and contractual obligations and standards.
• Represent and communicate clearly and accurately, in person, over the phone, and in writing on behalf of Ownership and Property Manager.
• Initiate and execute day-to-day operational procedures.
• Assist the Property Manager to initiate, contract, and administer all necessary services to maintain and enhance the value, the operating efficiency, and the physical appearance of the property.
• Assist in preparing all Master (Service) Agreements (including work authorizations, addendums, amendments, exhibits and contract approval forms).
• Maintain ongoing tenant contact/relations program to constantly assess needs and help assure the problems are being resolved and are to the satisfaction of the tenants and owners.
• Implement and monitor tenant needs assessments.
• Understand and review preliminary billings, escalations, and reconciliations.
• Review and approve invoices in compliance with the Nexus AP system for approval by Property Manager
• Coordinate monthly accounting close. Ensure AP is closed, and invoices are received monthly and year-end. Review General Ledger to determine accruals and reclasses , as needed.
• Assist with the delivery of monthly invoices and statements, as needed.
• Prepare ageing reports in compliance with Aged Receivable Policy procedures and due dates.
• Assist in maintaining current certificates of insurance for all tenant and vendors; ensure coverage complies with lease or service agreement requirements.
• Communicate clearly and on a timely basis with project accounting personnel using and/or providing the appropriate documentation.
• Prepare monthly or quarterly ownership reporting, including budget variance exception reports, as directed by the Property Manager.
• Manage and coordinate day-to-day financial transactions including accounts receivables, accounts payable, collection of rents and charges.
• Assist with tenant social events.
• Miscellaneous duties or projects assigned by the Property Manager.

Requirements

EDUCATION AND REQUIRED EXPERIENCE:

• A bachelor’s degree in Business Management, Finance, Accounting, or a Human Resources or related discipline.
• BOMA or IREM designation in progress preferred.
• Possess Real Estate License where required by state law.
• A minimum 3 years of property management experience, preferably in commercial /Class A office Management.

SKILLS, QUALIFICATIONS, AND OTHER REQUIREMENTS:

• Must have intermediate to advanced MS 365 Word, Excel, and Outlook proficiencies.
• VTS Rise and accounting software such as MRI preferred proficiencies.
• Ability to keep information strictly confidential.
• Strong desire to succeed in an entrepreneurial environment.
• Must be able to handle multiple projects, changing priorities and a continually heavy workload.
• Exceptional oral and written communication skills.
• Strong customer service orientation.

PHYSICAL DEMANDS: