Assistant Property Manager

About the role

DivcoWest is seeking an Assistant Property Manager to join our team in Menlo Park, CA. The position is based out of our property management office and works closely with the senior property manager, property manager, and tenant services coordinator.

Responsibilities

• Acts in a property manager capacity as needed.
• Assists in supervising vendors, creating vendor repair agreements, maintaining vendor files, and monitoring vendor insurance as needed.
• Assists with property inspections, follows-up and assigns work orders to service providers.
• Assists with tenant relations including participating in tenant meetings and supporting property specific and regional tenant programs and activities.
• Assists with tenant move-ins including disbursement of keys and access cards, establishment of a new mail service, walk-through and all other tasks as required.
• Assists with card access input and procedures for the property as needed.
• Assists property manager with capital improvement and tenant improvement projects.
• Professionally interfaces with all levels of management, vendors, and tenants.
• Manages monthly Accounting Calendar for adherence to deadlines throughout the month to include completing monthly accounting tasks, including review of rent edits, accruals, and account payables.
• Maintains accurate financial records using MRI accounting software.
• Prepares necessary check requests; inputs related data and processing within established guidelines.
• Researches and responds to internal and external inquiries.
• Researches invoices and payments to ensure timely and accurate payment.
• Prepares monthly operating report for property manager review and approval.
• Reviews monthly rent roll for accuracy for property manager’s review.
• Responsible for working with Asset Management on annual tenant common area expense billings and reconciliations.
• Responsible for all budget input into spreadsheets and/or budget application.
• Tracks costs and tenant billings for tenant improvement projects.
• Backs up the Tenant Services Coordinator to dispatch service calls to enter into the work order software program “Prism” and follows up to ensure satisfactory completion.
• Supports preparing aspects of the annual budget and gathering bid proposals for potential work to be performed.

Qualifications

• At least 2-3 years of experience in the commercial property management field.
• 4 yr degree (BA preferred).
• Strong mathematical skills and organizational aptitude.
• Familiarity with AI tools and applications (e.g., Copilot) is a plus.
• Clear, concise written and verbal communication skills.
• Above average customer service skills and problem-solving capabilities.
• Detail oriented.
• Works well with deadlines.
• Takes initiative and is “self-starter” with a positive attitude.
• Cooperative/Team Player.
• Resourceful, reliable, and punctual.
• Eager to learn and be a "go-to" when questions/issues arise.

Pay

$75,000-$95,000 Annual
Annual bonus opportunity
Full benefits
401k match
Flexible vacation policy
Weekly lunch stipend

Schedule

This position requires 5 days in the office at our Menlo Park, CA location.