Assistant Property Manager

Overview :

Assist the Property Manager and other members of the property management team in the direction and management of the day-to-day operations, physical condition, financial performance and administration of the property portfolio in accordance with established owner requirements, company objectives, and applicable law and as outlined in the Property Management Agreement.

Responsibilities :

Ensure that properties are maintained in a first-class condition. Perform, at minimum, weekly inspections of building operations identifying areas requiring attention, following up on maintenance or capital improvement projects and ensuring satisfactory function and appearance of the properties.

Be thoroughly knowledgeable of company policies, procedures and programs that may affect day-to-day operations of buildings.

Assist with ensuring all performance metrics are in accordance with company policies and procedures, lease, and vendor contract requirements.

Establish and maintain excellent tenant relations through aiding in the implementation of the tenant engagement platform and through personal contact with tenants, resolving issues in a service-oriented manner and overseeing activities to promote tenant satisfaction.

Review and monitor tenant service requests to ensure prompt and accurate handling of work and assist in the communication of these issues to onsite staff to ensure quality standards are achieved.

Assist with annual review of all contracts and bidding in accordance with client and lease requirements.

Purchase supplies, materials, and equipment, as well as contract vendor services pursuant to approved budget and in accordance with company and client policies.

Supervise the administration of service and supply contracts to ensure full compliance and cost control as well as accurate and timely invoicing.

Maintain / update as necessary : property site rules and regulations, building standards, tenant handbook, security procedures and emergency preparedness programs.

Assist in supervision of building staff and vendor partners (including janitorial, engineering and security staff).

Assist in preparation of annual operating budgets and expenses, tenant estimate billings and reconciliations in accordance with company, client, and lease procedures and timelines.

Assist in preparation of monthly / quarterly / annual operating reports for the property, including monthly cash flow requirements and cash flow reforecasts, variance explanations, rent roll, accounts receivable, fee schedules and capital expenditure schedules.

Monitor all receivables (aging reports) to ensure prompt collection of outstanding amounts in accordance with company and client requirements / guidelines.

Ensure that all payments have been appropriately received and applied.

Review and confirm coding of vendor invoices in an online invoice processing system and monitor payment of same. Address vendor statements and inquiries related to accounts payable.

In rotation with other members of the property management team, answer phones and distribute mail, as well as respond via telephone, email or, if necessary, in person to after-hours emergencies.

Collaborate with and assist PM on implementing and completing budgeted R&M and capital

Assist with tenant improvement projects and coordinate tenant move-ins.

Ensure tenant adherence to lease requirements and property rules and regulations.

Maintain tenant information and ensure accuracy, as well as monitor tenant and vendor insurance compliance in accordance with company and client guidelines / requirements;

enter and maintain this information in Yardi system.

Respond in timely fashion to client inquiries / requests assigned to position.

Maintain an open dialogue with supervisor, advising of relevant information pertaining to the operation of the property.

Begin to understand the process of lease administration and lease abstracting into Yardi.

Manage tenant move-ins and move-outs

Qualifications :

1 3 years of commercial property management experience preferred.

Coursework completed toward CPM, RPA, or similar certification preferred. Candidates without such coursework will be encouraged to commence coursework with support from Hospitality at Work if hired.

Four-year college degree preferred.

Equivalent combination of education, certifications, and experience in lieu of four-year college degree will be considered.

Must be service-oriented and able to interact and clearly communicate with all levels of individuals and groups of people both orally and in writing.

Planning and organization skills, with excellent attention to detail.

A strong understanding of financial accounting principles and the ability to analyze and interpret reports are necessary.

Ability to read, analyze and interpret leases, general business periodicals, professional journals, technical procedures and government regulations.

Ability to write reports, business correspondence and procedural manuals.

Ability to define problems, collect data, establish facts and draw valid conclusions.

Ability to accomplish directives with minimal supervision; must show consistent follow-through.

Proficiency with Microsoft Word, Excel and Outlook required.

Experience with Yardi accounting system is preferred.

This job description in no way states or implies that the essential duties described are the only responsibilities. The employee is required to follow any other instruction and to perform any other duties at the request of the supervisor or other management personnel.

Compensation : $70,000 - $80,000 annually, plus annual bonus eligibility. We offer a competitive benefit package for full-time, regular team members that includes : group medical, dental, vision, life and disability benefits, critical illness and accident insurance, as well as participation in a pre-tax flexible benefit plan for healthcare and dependent care reimbursement and an employee assistance program.

We also offer paid vacation, sick time, floating holidays and paid holidays and are proud to offer participation in a 401(k) plan with a company match!