Property Management Assistant

Property Management Analyst Department: Property Management/Operations Employment Type: Full Time Location: Last Mile Management Reporting To: Sarah Spiceland Description Last Mile Investments (the “Company”) is looking to hire a Property Management Analyst, who will be responsible for supporting the administrative needs of the company’s internal Property Management Department. Located in Cincinnati, the Property Management Analyst would support the Property Management Team with the day-to-day operations for the Company’s portfolio of properties. Last Mile Investments, an affiliate with North American Properties, is a real estate fund management platform that is currently acquiring on behalf of Fund III, intending to acquire 15-20 retail assets per year. The Property Management Analyst will be part of a small team reporting to the Director of Property Management, and must have excellent communication skills, the ability to multi-task and prioritize assignments, a high level of attention to detail, and be unafraid to ask questions or seek direction. The Property Management Analyst will also need the organization skills necessary to effectively coordinate between third party and internal property managers (“Property Management Personnel”), tenants, vendors, and other internal and external parties. Key Responsibilities Oversee and support daily property management operations, ensuring efficient coordination of tenant requests and administration of maintenance services. Act as a primary administrative resource, providing high-level support to Property Management Personnel, including during business travel or PTO. Run various internal reports to support the department in preparation of monthly, quarterly, and annual operating meeting. Assist in the review of annual budgets and reforecasts. Produce, modify, and/or distribute various forms, spreadsheets, reports, information packets, letters and other correspondence to tenants and vendors as needed. Manage utility account setups, transfers, and closures while ensuring timely completion and tenant compliance. Prepare and mail notices for tenant performance defaults and other miscellaneous tenant communication. Oversee the tracking and coordination of tenant build-outs and business openings, ensuring alignment with lease requirements. Coordinate any necessary bill back of expenses to tenants and ensure expense has been posted to their account through the company’s internal third-party accounting team. Distribute to tenants, as requested by Property Manager Personnel. Coordinate fire life safety and backflow inspections, maintaining comprehensive records and compliance tracking. Prepare and oversee vendor contracts, ensuring alignment with property management needs and compliance requirements. Maintain and enhance electronic filing systems for contracts, notices, and critical property management documents. Facilitate the routing, approval, and execution of key documents, ensuring efficient workflow and adherence to company policies. Leverage data management tools, checklists, and reporting systems to optimize operational efficiency and workload management. Provide administrative support for Property Management related to acquisitions, dispositions or property-related transactions. Oversee the collection, tracking, and compliance management of tenant and vendor certificates of insurance. Collect and input all receipts of tenant gross sales and make recommendations to the respective Property Manager pertaining to tenant late fees related to missing gross sales. Request and track tenant HVAC, grease trap, and other systems required maintenance records as required under the leases. Maintain warranty records and oversee the administration of property-related warranties. Support rent collections efforts and ensure proper tracking of delinquencies and tenant payment schedules. Manage and update Fire & Life Safety monitoring contact lists, ensuring accurate and up-to-date records. Complete special projects to support the Property Management department, as needed. Coordinate and facilitate support to support Construction Team for capital improvements and Landlord required related work. Keep abreast of new technologies, systems and procedures related to Property Management. Mentor and assist Assistant Property Managers and Property Managers with their daily roles and properties. Skills, Knowledge and Expertise 3 years of relevant work experience, preferably in a high-volume, fast-paced environment. Intermediate proficiency in Microsoft Office Suite and Yardi Voyager, or similar. Demonstrated ability to manage a fast paced, deadline driven environment. Demonstrated ability to multi-task and prioritize assignments while delivering consistent quality work. High level of attention to detail and accuracy. Demonstrated ability to work with little supervision and seek help when needed. Demonstrated ability to build strong internal and external relationships. Strong analytical and communication skills. Benefits Last Mile Investment’s Senior Property Manager position will include a benefits package that includes medical, dental, life, and 401(k). It will provide a competitive salary based on the candidate’s experience. #J-18808-Ljbffr