Assistant Property Manager

Responsibilities

• Provide excellent customer service and cultivate positive relationships with current and prospective tenants.
• Aid in the preparation and distribution of tenant communications, newsletters, and notifications regarding building operations and events.
• Track service requests and ensure completion within established timeframes; follow up with tenants to ensure satisfaction.
• Help organize and participate in tenant appreciation events and engagement initiatives.
• Support the daily operations of the building(s), ensuring all facilities are clean, safe, and function efficiently.
• Conduct regular property inspections and document findings, report maintenance issues or hazards to the Senior Property Manager.
• Assist in overseeing building maintenance, janitorial, landscaping, and security services provided by third-party vendors.
• Cook up with contractors and vendors for routine maintenance, repairs, and capital improvement projects; monitor progress and quality of work.
• Ensure compliance with safety regulations, building codes, and company standards.
• Process accounts payable and receivable, ensuring invoices are coded and submitted accurately and on time.
• Aid in the preparation of monthly financial reports, operating budgets, and variance analyses for the property or portfolio.
• Track rent collections, monitor delinquencies, and follow up with tenants as needed to resolve outstanding balances.
• Aid in maintaining accurate records of tenant leases, amendments, and rent escalations in property management software.
• Aid in soliciting bids and proposals for building services and supplies; help evaluate vendor performance and pricing.
• Maintain files on all contracts, insurance certificates, and compliance documentation.
• Monitor contract renewals and expiration dates, notifying the Senior Property Manager of upcoming deadlines.
• Provide general administrative support to the property management team, including answering phones, managing emails, and scheduling appointments.
• Prepare correspondence, meeting agendas, meeting minutes, and presentation materials as required.
• Maintain organized digital and physical files for all property-related documentation.
• Aid in onboarding new team members or temporary staff as needed.
• Aid in ensuring properties comply with local laws, zoning ordinances, and environmental regulations.
• Help coordinate periodic audits, fire/life safety inspections, and emergency drills.
• Support the implementation of risk management strategies, including incident reporting and investigation.
• Attend regular team meetings and training sessions.
• Perform other duties as assigned by the Senior Property Manager or Director of Property Management.

Qualifications

• Bachelor’s degree in business, real estate, property management, or a related field preferred; relevant work experience may substitute for education.
• 1-3 years of experience in commercial property management, real estate, or a related sector.
• Familiarity with commercial office properties and building systems (HVAC, elevators, security, etc.) is highly desirable.
• Experience with Yardi is strongly preferred but not required.
• Excellent interpersonal, communication, and customer service skills.
• Strong organizational and time-management abilities, with attention to detail and accuracy.
• Ability to prioritize, multitask, and proactively solve problems in a fast-paced environment.
• Basic understanding of commercial leases, budgeting, and financial reporting.
• Capacity to work both independently and as part of a collaborative team.
• Valid driver’s license and ability to travel between properties as needed.