Assistant Property Manager

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 property’s 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 property’s 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 :

• Bachelor’s 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.
2 days ago