Assistant Property Manager

About the role

The Assistant Property Manager will learn the role of a Property Manager while training alongside the Property Manager and Tenant Services Coordinator supporting each in their day-to-day quest to achieve the business plan goals for the property.

Minimum Qualifications

• 3 or more years of retail oriented property management experience.
• Must have experience in management of tenant and vendor relations.
• Experience with property management software including MRI, Angus, Building Engines, Nexus, 3rd party insurance verification or similar systems preferred.
• Construction coordination including project planning, cost control, scheduling, and risk management preferred.
• Proficiency in computer applications, including Microsoft Office, is required.

Essential Job Functions

• Administrative
  • Assist in meeting the day to day property management & administrative demands of the property, including but not limited to, reporting, filing, tracking, organizing information and maintaining the property management inventory and property inspections.
  • Manage all general property duties including vendors, email, and telephone communications.
  • Assist in administration of contracts (recurring and one time services).
  • Coordinate property events as needed (fire drills, evacuations, marketing activations, tenant meetings).
  • Maintain COI information for tenants via Building Engines. Actively Track expiration dates and coverage requirements.
  • Review leases and administer obligations of tenant including but not limited to operating covenants, maintenance and repair requirements, and timely rent payments.
  • Update emergency, tenant, internal and external team, contractor, and vendor contact lists.
  • Assist in the preparation and management of risk management activities.
  • Assist with monitoring of Work Order submissions and tenant requests.
• Vendor and Vendor Contract Management
  • Assist with developing and maintaining positive vendor and third party management company relationships.
  • Assist with negotiating and executing service contract agreements.
  • Assist in preparing and managing bid documents related to operating and capital expense projects.
  • Prepare and track contract agreements, work orders, purchase orders, and job cost forms for approved projects.
  • Manage A/P of invoices with support of Property Accounting Specialist and Tenant Services Coordinator. Review and approve operating expense invoices; compare to service agreements, contracts, work orders and purchase orders for accuracy.
  • Assist vendors and contractors in setting up registration in Nexus.
• Financial and Budgeting
  • Assist in annual budget creation, reforecasts, and monthly financial variance reporting.
  • Collect retail tenant sales, track performance, complete monthly sales reports.
  • Manage the tracking, recoveries, and analysis of property utilities.
  • Partner with Asset Management and Leasing departments to support financial asset plan.
• Tenant Relations
  • Respond to tenant needs, ensuring that appropriate departments resolve promptly.
  • Coordinate tenant move-ins and move-outs.
  • Maintain rapport with tenants by scheduling regular formal meetings with ownership and front line staff.
• Special Projects
  • Manage special projects as assigned by Property Manager or General Manager.
  • Monitor and report on Property Level KPIs including foot traffic, tenant sales, dwell time.
• Construction Management
  • Familiarity with project timelines and coordination with multiple trades (architects, MEP engineers, contractors).
  • Coordination of material delivery, equipment relocation and disposal.
  • Knowledge of requisitions, site inspections, CAD drawings.
  • Serve as conduit of information to all stakeholders related to the construction project (building ownership, tenants, and vendors).
• Miscellaneous
  • Ability to work in a small team environment, with willingness to assist other team members to achieve positive outcomes.
  • Maintain a willingness to learn and grow professionally.
  • Familiarity with CRE financial reporting software (MRI, Argus, Yardi, Nexus etc.).
  • Participate in Manager-On-Call/Manager-On-Duty weekend and holiday rotation.

Schedule

This is a full-time, property-level position with no remote or hybrid work schedule. The small office team necessitates all personnel work on-property to meet the daily needs of the asset and provide best in class property management to our tenants and stakeholders.

Knowledge, Skills, And Abilities

• Knowledge of:
  • All computer applications (Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Adobe Acrobat, etc.) and hardware related to performance of the essential functions of the job.
  • Baseline knowledge of property and building systems including but not limited to HVAC, plumbing, kitchen equipment, BMS system.
  • Construction management including tenant suites and general building work with preference given to applicants with heavy food and beverage retail tenant management experience.
• Skill In:
  • The ability to meet deadlines, prioritize and accomplish work in order of priority.
  • Professionally maintaining composure & effectiveness under pressure and changing conditions.
  • Being flexible and adaptable to changing timelines and needs.
  • Proofreading and editing documents.
  • Self-motivation and cross departmental collaboration.
  • Conflict management resolution.
  • Problem solving.