Assistant Property Manager

About the role

The Assistant Property Manager reports to the Property Manager & Director, Property Management. The Assistant Property Manager provides the Property Manager & Director, Property Management with administrative and building operations support, as directed. The Assistant Property Manager is responsible for keeping the Property Manager & Director, Property Management informed at all times, seeking guidance and direction as appropriate.

Responsibilities

• Work with Operations and Property Management on the day-to-day operations of the assets, ensuring custodial, life-safety, engineering, site services, and general maintenance, are implemented and carried out in a manner consistent with Avison Young policies and client directives.
• Aid in the maintenance of the computerized Preventative Maintenance Program (Angus AnyWhere) and monitor, dispatch and follow-up on tenant requests, preparation of monthly chargeback reporting.
• Complete physical inspections and reporting of interior and exterior property; correct deficiencies immediately or report to the Property Manager & Director, Property Management for appropriate action and follow-up.
• Aid building operations as requested; ensure optimum operation of the Building Energy/Automation Management system working in conjunction with the Property Manager & Director, Property Management and 3rd party energy management consultant.
• Administer accounts payable, process cash receipts and accounts receivable, assist in preparation and distribution of tenant communication in line with client and AY. Maintain up-to-date contact lists. Co-ordinate and supervise all contracts, including periodic reviews of all service contracts (ie maintain up-to-date contract log, assist with tendering, verify invoices match contract pricing and PO’s).
• Ensure that all site-specific documentation and financial reports are completed accurately and on time, (as applicable).
• Aid in preparation and submission of industry awards (BOMA, LEED, etc.).
• Respond positively and promptly to requests from tenants and occupants. Oversee the implementation of ongoing contract programs to constantly assess tenant and occupant needs and to ensure problems are being solved promptly to the mutual benefit of the tenant, client, and the properties in accordance with contract scope and Service Level Agreements (SLA’s). Collect, analyze and report statistical data as may be required to provide accurate and current assessment of management objectives (KPI - response times and deliverables).
• Maintain compliance with environmental legislation, codes and corporate best practices. Monitor and ensure that tenants and vendors comply with insurance requirements and coordinate all claims, as required.
• Aid in the development and preparation of a variety of budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facilities. Assist in preparation and publication of the annual budget, reforecasts and business plans. Assist in the development of capital budgets for the property. This includes contributions towards a ten-year plan of maintenance, facility improvement, and cost reduction initiatives. Research and report on various equipment and systems for purchase or upgrade.
• Facilitate and coordinate on-going, open communication with tenants by attending various meetings as required; understand, assess and address tenant operational concerns in order to ensure their needs are being met and the organizations assets are maintained appropriately.
• Assists with such other administrative, management, property and client related duties as assigned.

Requirements

• Possess a strong understanding of property accounting and the ability to interpret financial data.
• Be detail-oriented; have the ability to work under pressure and deliver timely and accurate results.
• Have excellent customer and tenant service orientation.
• Ensure that our tenants are 100% satisfied with our services is one of the key priorities, so having strong relationship building and problem-solving skills is a must.
• Aid with the implementation of new programs, and ensuring policies and procedures are followed.
• Be proficient in Microsoft Office and other property management applications such as Yardi, Angus and ProCore.
• Have proven organizational and multi-tasking skills, combined with strong communication skills both written, and oral are keys to success.
• Be self-motivated, professional and flexible with the ability to work both independently and collaboratively in a team environment.
• Ensure that assets are presented and operated according to the best possible standards alongside the Property Manager & Director, Property Management.

Qualifications

• Proficiency in Microsoft Office and other property management applications such as Yardi, Angus and ProCore.
• Proven organizational and multi-tasking skills, combined with strong communication skills both written, and oral are keys to success.
• Self-motivated, professional and flexible with the ability to work both independently and collaboratively in a team environment.
• Ensure that assets are presented and operated according to the best possible standards alongside the Property Manager & Director, Property Management.

Skills

• Property Accounting
• Financial Data Interpretation
• Customer and Tenant Service Orientation
• Relationship Building and Problem-Solving
• Microsoft Office Proficiency
• Organizational and Multi-Tasking Skills
• Communication Skills (Written and Oral)
• Self-Motivation and Flexibility
• Team Collaboration
• Asset Presentation and Operation Standards

Benefits

• Traditional and Roth 401k with generous employer match and immediate vesting
• 12 weeks of Paid Parental Leave after one year of tenure
• Medical, Dental, Vision Insurance
• Company paid Life and AD&D Insurance
• Company paid Short & Long-Term Disability
• Voluntary Critical Illness and Accident Coverage
• Healthcare, Dependent Care, Commuter & Transit Pre-Tax Benefits
• Wellness program
• Employee Assistance Program (EAP)
• Competitive paid vacation days
• Personal/wellness days
• Paid holidays plus 2 floating holidays
• Annual volunteer day for Day of Giving