The Assistant Property Manager I is responsible for assisting the Property Manager in managing a property or group of properties and fulfilling the manager
s obligations under the propertys management agreement. This role requires exemplary customer service when communicating with tenants, prospective tenants, owners, and vendors, with a focus on productivity and results.
Essential Job Functions
Operational Management Responsibilities :
- Assist with activities associated with a property or group of properties.
- Manage all lease administration duties.
- Conduct initial collection calls and track follow-up.
- Supervise vendors (landscaping, janitorial, etc.) and maintenance staff.
- Perform regular property inspections and complete inspection reports.
- Assist with the development of operating and capital budgets.
- Prepare monthly reports for owners (including variance reports, executive summaries, stacking plans, and aging reports).
- Coordinate tenant improvement and capital projects with the Property Manager.
- Interface with tenants and vendors in daily operations of the building.
- Represent and communicate the authority of the Property Manager based on legal agreements and policies.
- Execute day-to-day operational procedures including safety, risk management, efficiency, and quality standards.
- Perform financial, personnel, and administrative duties.
- Maintain management agreement administration, analysis, review, and feedback to owners.
- Keep hard copy and computer files current and in the approved format.
- Communicate with engineers, security, and housekeeping / janitorial staff.
- Oversee tenant move-ins and move-outs.
- Manage maintenance programs for property interiors, exteriors, and mechanical systems.
- Screen, hire, supervise, and train staff as required.
Property Maintenance Responsibilities :
- Assist the Property Manager in contracting and administering services to maintain and enhance the propertys value, operating efficiency, and appearance.
- Manage contract services including janitorial, window cleaning, landscape maintenance, security, and parking.
- Ensure quality and performance standards for engineering and contractors.
- Monitor contractors and tradespeople for projects and tenant construction.
- Maintain current certificates of insurance for all contractors.
- Prepare service and construction agreement documents.
- Track and maintain Energy Star benchmarking data.
- Conduct tenant training meetings to improve building efficiencies.
Management / Owner Relations Responsibilities :
- Professionally represent the company while adhering to the management agreement.
- Communicate timely and accurately with the Property Manager to meet owner needs.
- Maintain open and regular communication with the Property Manager.
Tenant / Lease Administration Responsibilities :
- Maintain ongoing tenant contact and relations to assess needs and resolve problems.
- Respond promptly to tenant requests and lease inquiries.
- Resolve issues for the mutual benefit of tenants and owners.
- Implement and monitor tenant needs assessments.
- Administer leases to ensure compliance with provisions.
- Manage escalations, reconciliations, and rent collections.
- Maintain current certificates of insurance for tenants and ensure compliance with lease requirements.
- Show space to prospective tenants (requires real estate license).
Financial / Accounting Management Responsibilities :
- Assist in the development and administration of the property business plan, including budgets.
- Manage the property within budget parameters.
- Communicate clearly with project accounting personnel using appropriate documentation.
- Develop budget preparation, operating expense reconciliation, and monthly ownership reporting.
- Manage day-to-day financial transactions including accounts receivable and payable.
- Collect rents, miscellaneous income, and charges.
- Maintain accurate financial records and files.
Analysis, Planning, and Reporting Duties :
- Maintain a current assessment of property management procedures.
- Assist in the initiation and distribution of timely reports to owners on financial, marketing, and maintenance information.
- Coordinate training activities for self and staff.
Other :
Perform miscellaneous duties or projects as assigned by the Property Manager.
Requirements
Education :
- Bachelors degree in Business Management, Finance, Accounting, or a related discipline.
- RPA designation in progress preferred.
- Real estate license required where applicable by state law.
Experience :
2-4 years of commercial property management experience, comparable to the property under consideration.
Technical Skills :
- Intermediate to advanced proficiency in MS Word, Excel, and Outlook.
- Proficiency in Angus and accounting software such as MRI, Yard, or CTI preferred.
Personal Skills :
- Ability to maintain confidentiality.
- Strong desire to succeed in an entrepreneurial environment.
- Ability to handle multiple projects, changing priorities, and a heavy workload.
- Exceptional oral and written communication skills.
- Strong customer service orientation.
Other :
- Communicates via telephone, fax, e-mail, and in-person.
- Uses office and audio-visual equipment.
- Uses a computer with various software packages for the majority of the day.