Assistant Property Manager

Job Description

Job Description

Do you have a knack for details, a love for buildings, and a talent for keeping tenants happy? We’re looking for a Commercial Assistant Property Manager to support a well-established property management team. From coordinating maintenance to helping with budgets and tenant relations, you’ll be the go-to person who keeps things running smoothly. If you’re organized, people-friendly, and ready to grow in commercial real estate, apply today!

Responsibilities/Duties:

Administrative & Financial Management

·     Maintain the Leasing Tracker on a regular basis

·     Review and code invoices for Property Manager approval in an accurate and timely manner

·     Prepare tenant billbacks as needed

·     Support Property Manager in general ledger reviews, budget preparation, and variance reporting as needs arise

·     Track utility billing and update the tracker in an ongoing basis

·     Review accounts receivable and report findings while updating the tracker in a timely and accurate manner

·     Manage incoming and outgoing mail on a daily basis

Tenant Relations

·     Coordinate tenant welcome gifts, prepare welcome packets, assist with tenant events and consistently foster positive tenant interactions

·     Respond to tenant inquiries and follow through on service requests to ensure resolution, including direct service and maintenance calls to vendors

·     Manage work orders, including the onboarding and educating tenants on the platform, and ensure all orders are brought to completion

Building Access & Parking

·     Maintain building directories in an accurate and timely manner

·     Maintain parking assignments, process changes, and update site maps as needed

·     Manage access cards and locksmith services, including rekeying and lockouts

·     Oversee interior and exterior signage, including new installation and old removal

Vendor & Contract Management

·     Create scopes of work, coordinate vendor bidding, and monitor vendor performance

·     Update the vendor tracker and meet with vendors for property walkthroughs

·     Draft service contracts and work authorizations as requested by the Property Manager

Operational Oversight

·     Conduct site visits for tenant/vendor meetings or property inspections

·     Escort lenders, appraisers, insurance reps, and architects during property inspections as needs arise

·     Review security reports and address findings in a timely manner

Insurance and Compliance

·     Manage tenant and vendor Certificates of Insurance in software program in an accurate and timely manner

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·     Must possess excellent communication skills and exchange information with others accurately

·     Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals

·     Exceptional organization in managing time with a strong attention to detail while having the ability to prioritize multiple projects simultaneously and meet strict deadlines

Required Skills, Education and Experience:

·     High school diploma/GED, required

·     Valid Driver’s License, required

·     Proficiency with MS Word, Outlook, Excel, Calendar, PowerPoint, required

·     At least one year of commercial property management experience, required

·     Yardi experience, preferred

·     Arizona Real Estate License, preferred

Supervisory responsibilities:  None

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·     Office environment

·     Occasionally works in outdoor weather conditions while moving about the interior and exterior of properties

Physical Requirements:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·     Must be able to remain in a stationary position for long periods of time and also move about the interior and exterior of properties

·     Minimal lifting and carrying up to 25 pounds

Work Location: Phoenix, Arizona

Travel Required: Periodic, local travel required

Job Classification:  Full-time, hybrid

We provide equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.