ASSISTANT PROPERTY MANAGER

Assistant Property Manager

Corporate Office - Charlotte, NC 28202

Salary Range $65,000.00 - $70,000.00 Salary Position Type Full Time

Overview

At Childress Klein, we're reimagining the world of real estate. Together, we collaborate with our clients, investors, and the communities we serve to create cutting-edge environments that foster connection, intelligence, and prosperity. We're acutely aware of the impact our developments have on cities, which is why we're committed to giving back through charitable initiatives and implementing sustainable solutions that empower both our clients and communities to be more resourceful, resilient, and regenerative.

When you join our team, you're embraced by a culture that values dedication, effective communication, and inclusivity. We go the extra mile to invest in our employees' growth, offering a multitude of personal and professional development opportunities. This isn't just a job—it's the start of a flourishing career. It's no wonder we were honored with the title of being one of Charlotte's Best Places to Work in 2022!

Job Description

The Assistant Property Manager will assist the Property Manager in the management and supervision of property management services for 301 College Center. The main areas of responsibility will be day to day oversight and support of all property management, property administration and tenant service requests including supervision of third-party service vendors providing commercial property management services.

Responsibilities

• Operations and Vendor Services Administration
• Assist the Property Manager in the day-to-day supervision and administration of the following service vendors, including but not limited to the following.
• Janitorial services: Oversee daily and nightly routine services, carpet cleaning, and any specialty cleaning. Review and reconcile vendor work records and security access control logs to verify floors cleaned by night staff. Coordinate supplies orders. Perform weekly building inspections before and after normal business hours.
• Elevator and escalator systems: Assist the Property Manager in supervising vertical transportation vendor to include monthly reporting and service agreement compliance, requesting and tracking service tickets, follow up on outstanding preventative maintenance tasks, follow up on annual elevator audits to ensure vertical transportation quality, and that all installation and operation of elevators and escalators are compliant with state regulatory codes.
• Interior and exterior stone; metal and wood maintenance. Assist the Property Manager in administering vendor contracts, updating scopes and pricing as needed, and ensuring key performance metrics are achieved.
• Waste management and recycling programs : Manage the waste management vendor and coordinate special needs with tenants. Keep detail records of diversion rates.
• Pest control: Ensure that services, practices, and treatments are rendered in a sustainable and responsible manner.
• Interior and exterior landscaping: Assist the Property Manager with overseeing landscaping vendors to include interior and exterior landscape, Allee Elm tree care, irrigation and overall appearance. Conduct routine inspections and oversee installations of seasonal color.

• Contract Administration
• Manage contract workflows: prepare and coordinate documents, launch and usher through Sharepoint workflows, for Master, Service, Project, Construction, License and Indemnification Agreements for Operations, Engineering, Security and Parking Departments.
• Monitor, at the direction of Property Manager, the scope and terms of all service contracts to ensure agreements are current and reflect actual practices.

• Incident Claims Administration
• Assist, as directed, in the reporting, communication, and documentation of all insurance claims. Maintain shared folders on Sharepoint for each incident with all relevant reports, documents, actions and invoicing.
• Track Incident Reports/End of Shift Reports in the security related Perspective database and follow up on reported operational issues.
• Coordinate, as directed, with property management, engineering, and security teams to collect information on incidents or claims and follow up as needed to resolve claims.
• Supervise Property Management Assistant in collecting accurate and current Certificates of Insurance from vendors and tenants.

• Building Inspections and Help Desk Support
• Conduct daily inspections of primary common areas including the building lobbies, exterior plazas, Amenity Center and main levels of the parking garage to ensure these areas are maintained to the highest levels of cleanliness, maintenance, and temperature control.
• Conduct quarterly building inspections of common areas, Amenity Center, parking garage, roof, loading dock and vacant floors. Record results in Angus inspections module. Coordinate team and vendor efforts to remedy all deficiencies.
• Submit work order requests for any deficiencies observed during routine and one-off inspections. Follow up on work orders as needed to verify completion of items.
• Review Work Order reports at the end of business day and check on any outstanding items to ensure compliance and client satisfaction.

• Project Management and Administration
• Assist Property Manager or Senior Property Manager as directed in the following areas of project management, building construction projects, and tenant upfits. Core duties include the following: Weekly CAWR access for GC, fire system impairment coordination, project cost tracking, submittals tracking and building standards compliance.
• Maintain proper documentation of all construction activity, including construction drawings, tenant correspondence, contracts, and related purchase orders, permits and certificates of occupancy.

• Building Information and Database Management
• Manage paper files, including current and archived leasing files, project files, and building drawings to minimize file size and to ensure conformity to established filing processes.
• Assist the Property Manager as directed in their role as SharePoint Site Administrator.

• Financial Administration
• Assist in the preparation of building operating expense budget and capital budget.
• Serve as coder in the accounts payable/receivable processing to include the creation of purchase orders that accurately conform to the terms of existing service or project agreements or proposals, ensure proper coding of purchase orders, and monitor budget variances. Adhere to all deadlines and accounting principles.
• Assist in monthly budget variance analysis and forecasting duties. Assist with accounts payable process in accordance with divisional and corporate guidelines.

• Tenant Relations & Lease Review
• Serve as main point of contact for any requests or questions by tenants related to Building Amenity Center. Proactively respond to all requests. Have a thorough knowledge of all audio/visual equipment, rules & regulations, and any billable charges related to space.
• Coordinate amenity spaces for tenants. Help plan, as requested, any building managed or tenant managed events in space.
• Proactively inspect tenant and common areas to ensure highest quality of service delivery by PM team; serve as point person to resolve all requests and complaints as quickly as possible.
• Coordinate special event requests with Hilton (or other third parties as approved) for use of the Exterior Plaza. Collect pertinent information and consult with Property Manager on viability of proposed event. If approved, originate event-specific license and indemnity agreements, convey rules and regulations of event to host, and communicate event details with 301CSC Team.
• Assist the leasing team, when directed by the Property Manager, in marketing the property to prospective tenants, including preparing vacant spaces to show and enhance common areas and amenities.
• Assist with the review, interpretation, and enforcement of tenant leases. Read all leases to understand specific obligations of the landlord and each tenant.
• Assist the Accounting Department as needed, by checking lease terms as reflected in rent roll and Accounts Receivable, and with the collection and review of Certificates of Insurance.
• Assist Accounting Department in keeping all stacking plans current and accurate.
• Establish and maintain relationship with primary tenant contacts and work to resolve complaints as needed.
• Participate, and take lead as directed, on tenant relations activities, events, information flyers and meetings as needed.
• Coordinate with other building departments including Engineering, Administration, Accounting, Security, and Parking to ensure information is shared and activities are properly coordinated.

Qualifications

• A bachelor's degree in real estate, business, construction, or a related field from an accredited college or university, one to five years of professional commercial real estate experience, preferably in a commercial real estate management environment, or an equivalent combination of education, real estate certification(s), commercial internship experience.
• RPA or CPM designation; LEED Accredited Professional (AP) or Green Associate (GA); North Carolina Real Estate Broker's license. Candidates are not required to possess such credentials as a condition of hire but must be willing to pursue these as part of the training required for the position