Assistant Property Manager

About the role

The Assistant Property Manager supports the management team of a commercial office property in areas including financial and lease administration, operations, tenant relations, vendor contract administration, construction project administration, and tenant improvement management. The Assistant Property Manager also has organizational duties such as liaising with tenants, collecting rent, doing basic bookkeeping, organizing property tours, and overseeing facility maintenance.

Essential Responsibilities

• Affiliate with tenant renewals, expansions, and contractions including coordination of move-ins and move-outs

• Affiliate with the development and administration of an operating budget and capital improvement budget for the property

• Affiliate with monitoring expenses and operating within the parameters of the approved budgets and reporting/explaining variances accordingly

• Affiliate with the daily financial management of the property with specific attention to accounts receivable, accounts payable, and all necessary financial records and files

• Affiliate with forecasting of income and expenses to ensure adequate cash flow and reserves

• Affiliate with abstracting new leases and/or amendments

• Affiliate with reading and interpreting lease documents

• Affiliate with administering all tenant leases and assuring compliance of lease provisions

• Affiliate with advising Senior Property/Property Manager if rent delinquency response is required

• Affiliate with assisting with reconciling, billing, and collecting tenant escalations

• Affiliate with assisting with obtaining tenant insurance certificates

• Affiliate with interfacing and maintaining positive relationship with leasing agents and brokers as required

• Affiliate with assisting with the daily operations of the properties to assure quality standards are maintained; Perform regular inspections

• Affiliate with directing maintenance staff on maintenance programs relating to the condition and appearance of the property

• Affiliate with recommending and/or approving alterations and maintenance as necessary to Property Manager

• Affiliate with assisting with developing and implementing a property manual including security and emergency policies

• Affiliate with assisting with developing weekly/monthly updates, summaries and reports as required for property activities and tenant relations

• Affiliate with maintaining a helpful, courteous, and professional relationship with the tenants and their staff at all times; Use diplomacy in dealing with difficult tenants

• Affiliate with assisting with the development and implementation of a tenant retention program

• Affiliate with ensuring work orders are completed in a timely and thorough manner

• Affiliate with coordinating tenant move-ins and move-outs as well as walk spaces with tenants and tenant improvement department

• Affiliate with selecting outside contract services, vendors, and negotiating service agreements

• Affiliate with reviewing and coding invoices via AP system in a timely manner

• Affiliate with ensuring vendor compliance with insurance requirements

• Affiliate with assisting with the oversight of construction projects from start to finish including creating and maintaining organized construction files

• Affiliate with processing capital invoices and draw requests as needed

• Affiliate with ensuring construction management fee is processed and job is closed

Qualifications

• Minimum of 3 years' experience in commercial property management

• Proficiency in Microsoft systems (Word, Excel, and Outlook)

• Excellent written and verbal communication skills, supported by strong analytical and interpersonal abilities

• Purpose-driven with a sense of urgency

• Proficient in AP software and accounting platforms (MRI and Nexus)

• Demonstrated commitment to customer service and a track record of exceeding customer expectations

• Self-starter with highly effective independent work skills that can function effectively within a team environment

• Excellent time management and organizational skills with a proven ability to meet deadlines

• Capable of delivering results on time, on budget

• Working knowledge of construction process, invoice processing and terminology

• Develop and maintain business relationships through membership and participation in professional, industry/trade and civic organizations