Assistant Property Manager

About the role

The primary responsibilities of the Assistant Property Manager include overseeing all plant maintenance and security functions.

Responsibilities

Administrative and Financial

• Review new and existing leases, abstract as needed, and enter approved abstract into the Yardi accounting system.
• Enter lease details into budgeting software on a regular basis.
• Read appropriate sections of the lease relating to repairs and maintenance of the tenant’s suite and ensure all obligations are met.
• Maintain and update procedures for emergencies, fire, bomb threat, power failure, etc.
• Assist in the accounts payable process, including reviewing invoices for coding and verification.
• Assist in the cash deposit process.
• Prepare aged accounts receivable reports for Property Management review.
• Assist in year-end preparation and annual tenant reconciliation process for the property.
• Administer all insurance claims and bring all insurance-related matters to the Property Manager.
• Complete Property Management Incident Reports.
• Assist the Property Manager with preparation of monthly, quarterly reports, and annual budgets.

Security

• Implement an adequate security system for the building, tenants, and property.
• Implement surveillance measures for guards and building personnel to maintain security both inside and outside the building.
• Ensure the Security Supervisor maintains an up-to-date post orders book.

Tenants Move-Ins & Move-Outs

• Supervise and work with ZRG or Ownership, Construction Manager, and contractors to ensure proper locks, keys, directory listings, signs, etc., are ordered.
• Consult with Leasing Manager/Ownership for move-in dates and/or changes and ensure that all necessary insurance certificates are filed.
• Complete Tenant Estoppel upon move-in.
• Aid tenant moves whenever possible.
• Inform security of moving dates and ensure the freight elevator is available.
• Review move-in package and rules & regulations, update as needed, and distribute.
• Inspect tenant areas with Tenant Services Coordinator before move-outs to verify that space is in good condition with only normal wear and tear.

Janitorial

• Maintain and update an effective cleaning program to maintain a first-class building/property.
• Regularly inspect public areas, tenant space, and windows.
• Keep records of irregularities and personnel performance and review regularly.
• Review daily with the janitorial supervisor and approve permanent changes as submitted by the janitorial contractor.
• Coordinate tenant move-ins with the janitorial supervisor to ensure tenant spaces are cleaned for occupancy.
• Maintain daily communications with the janitorial supervisor.
• Supply contractor with monthly square footage changes of vacancies and move-ins as obtained from the Vacant Suite Status Report and approved by the Facility Manager.
• Review janitorial contractor specifications and procedures when necessary.
• Check the logbook daily.
• Supervise in-house janitorial supervisor and personnel daily.
• Create emergency clean-up procedures for flood, fire, civil disorder, etc., and review with the janitorial staff.

Engineering

• In conjunction with the Chief Engineer, maintain and update the Angus Property Management System to track the maintenance of building facilities and equipment.
• Utilize the Preventive Maintenance Inspection Form to conduct annual inspections prior to budget preparation.
• Evaluate all proposals for repair and maintenance and submit to the Property Manager with recommendations for approval.
• Work with the Property Manager, Chief Engineer, and consultants to effectively maintain the property’s sustainability program.

Contracts

• Supervise all contractors performing work under maintenance or service contracts.
• Read and administer all service contracts and evaluate annually for cost-effectiveness in current market conditions.

Tenant Relations

• Implement ZRG initiative and program relative to the tenant relations program.
• Ensure all tenant requests/complaints are handled in a timely manner and properly followed through.
• Review annual tenant satisfaction survey and respond appropriately, and complete an Action Plan.

Qualifications

• Bachelor’s degree (B.A.) from a four-year college or university; or four to five years of related experience or training; or an equivalent combination of education and experience.
• Customer service oriented.
• Good financial aptitude.
• Ability to understand the mechanical systems of a building.
• Strong oral and written communication skills.
• Ability to supervise office and operation staff.

Physical Demands

While performing the duties of the job, the employee is regularly required to talk, hear, stand, sit, walk, use hands and fingers to handle or feel objects, operate tools or controls, operate office equipment, and reach with hands and arms. The employee may occasionally lift and/or move up to 10 pounds.

Pay

$80,000/year base, commensurate with experience.