Assistant Property Manager

Responsibilities

• Tenant Relationships
  • Participate as a building staff team member, supporting all efforts to achieve Owner and organizational goals.
  • Maintain good tenant relations through regular personal contact, responding to tenants’ concerns and complaints, and proactively contacting tenants concerning their tenancy in the building.
  • Responsible for the daily tenant maintenance calls received through Building Engines, ensuring requests are handled in a timely, professional manner.
  • Assist in coordination of special events or operational events at the building, including marketing events, tenant advisory board meetings, holiday decorations, and/or tenant surveys.
  • Assist the Property Management Team by proactively communicating to tenants the owner’s goals & objectives, scheduled and unscheduled maintenance projects occurring at the property.
• Operations
  • Process all tenant move-in and move-out forms and initiate janitorial or other services required by a lease.
  • Assist the Property Management Team in all operational communication and implementation of the property owner’s goals and objectives; communicating with engineers, vendors, and tenants, including producing and ensuring delivery of non-standard building memos.
  • Assist in the oversight of vendors responsible for the day-to-day maintenance and operation of the physical plant, including janitorial, landscaping, pest control, signage issues, and day porters.
  • Place special attention on the “path of entry” into and through each property.
  • Assure vacant spaces are in the best condition to assist in the marketing efforts of the Owner.
  • Assist in the coordination of the fire/life safety program; ensuring training for staff, tenants, and floor wardens is completed.
  • Assure the Certificate of Insurance policy developed by the Company and/or Owner is strictly adhered to.
  • Assure the security of employees and tenants by clearly understanding the Company and/or owner’s established emergency response procedures, participating in training as required, and fulfilling “on-call” responsibilities.
• Financial
  • Assist the Asset Manager and Property Management Team in the production of financial reports required by the Owner by clearly understanding budgeted line items of responsibility, providing variance explanations, and re-forecasting information as required.
  • Assist the Property Management Team in the preparation of the annual operating budget, including input of income and expenses.
  • Assure invoices are coded properly prior to being input by accounting in the A/P process.
  • Assure tenants are invoiced for all work above and beyond the requirements of the lease document.
  • Make recommendations to improve net operating income by increasing revenues and/or decreasing operating expenses.

Qualifications

Skills + Abilities

• Excellent organizational and communication skills
• Effective business writing skills
• Strong accounting and finance skills
• Customer service oriented

Minimum Qualifications

• 2+ years administrative experience
• Proficient in MS Word and Excel
• Associate’s degree in business management (preferred) or equivalent body of knowledge or experience
• Commercial real estate experience preferred but not required