Assistant Property Manager

The Assistant Property Manager supports the day-to-day operations of a commercial property management portfolio by coordinating maintenance services, administering work orders, managing vendor and tenant documentation, and assisting with financial and administrative functions. This role serves as a key point of contact for tenants, contractors, and clients, ensuring timely communication, exceptional customer service, and efficient property operations. Responsibilities include managing service requests and work orders from initiation through completion, maintaining property access and parking systems, processing invoices and deposits, preparing monthly property management invoices, reconciling bank accounts, tracking certificates of insurance, coordinating vendor contracts and bid projects, managing utility accounts, and maintaining accurate records in property management software systems. The Assistant Property Manager also provides administrative support through document preparation, reporting, phone coverage, and collaboration with property management and maintenance teams. Successful candidates will possess strong organizational and communication skills, exceptional attention to detail, proficiency with computer applications and property management software, and the ability to prioritize multiple tasks in a fast-paced environment while maintaining a high level of customer service. Property Management Duties Maintain and review weekly/monthly entries in Harvest for billable maintenance work for clients and managed properties. Maintain To-Do Maintain property access and parking control systems and cards. Create requested documents on property management items including using Microsoft Word with tables and pictures. Assist in preparing requests for proposals, collecting proposals, awarding contracts, and maintaining project worksheets for landscaping, snow removal, and other bid projects. Administer the work order/service request system. Service Request Workflow Receive Service Requests and seek to understand the issue to be resolved. Work with the Property Manager to understand the appropriate solution needed. Log and dispatch Work Order to necessary Maintenance/Contractor. Work with Maintenance/Contractor to achieve customer satisfaction. Communication and follow up with all parties involved from the beginning to completion of the Service Request/Work Order. Work with Property Management to make continuous improvement in the Service Request/Work Order System. Credit Card & Insurance Management Manage all credit card receipts for company credit cards related to the monthly statements and chargebacks to managed properties. Track and enter Certificate of Insurance forms in Yardi for all vendors/contractors and tenants. Scan and process invoices for Managed Properties. Scan deposits to KSCRES account Manage utility accounts for properties Prepare Monthly Property Management Invoices Weekly Bank Reconciliations Answer and direct phone calls as needed Skills Client service-oriented attitude Willingness to Collaborate and Coordinate in a Team Environment Excellent verbal and written communication skills Strong prioritization and organizational skills Strong attention to detail Adapts to change easily Willingness to learn outside of job scope Computer Programs / Apps Microsoft Outlook Microsoft Word Microsoft Excel Microsoft To-Do Salesforce- Rethink Yardi Voyager Commercial Property Management Software QuickBooks #J-18808-Ljbffr