Assistant Property Manager

Job Description

Job Description

Assistant Property Manager

Roles and Responsibilities

Purpose of the Role

Keeps building operations, tenant service, and financial tasks on track so each property runs smoothly. Serves as the day-to-day point person connecting tenants, vendors/contractors, engineers, leasing, and the Pillar management team.

1) Tenant Relations

· Serve as a primary point of contact for tenant questions, issues, and requests.

· Log service requests in the work order system with clear scope and priority.

· Dispatch to engineering or vendors and track completion through close-out.

· Follow up with tenants to confirm resolution and document outcomes.

· Coordinate and send tenant communications ( service interruptions, building updates, access notices, scheduled work ).

· Provide front desk coverage when needed ( including when the Tenant Services Coordinator is out ).

2) Work Orders and Maintenance Coordination

· Maintain an organized queue of open work orders and pending vendor items.

· Coordinate access, scheduling, and tenant notifications for repairs.

· Escalate urgent/life-safety items immediately to the Property Manager and engineering.

· Identify recurring issues and recommend corrective actions ( vendor changes, preventative maintenance, upgrades ).

3) Financial Administration ( AP, AR, Billing )

· Code and enter invoices into the accounting system and route for approvals.

· Track invoice status and follow up to avoid late payments and missed documentation.

· Prepare and send rent invoices and monthly statements.

· Manage billback and recovery billing ( including submeter charges ) and post to tenant ledgers.

· Support collections: follow up on past-due accounts, document activity, and escalate chronic delinquency.

· Review tenant ledgers and aged receivables; flag discrepancies and issues early.

4) Lease Administration and Rent Roll Accuracy

· Enter leases, amendments, and key dates into Yardi ( or the system of record ).

· Maintain rent roll accuracy ( base rent, escalations, billbacks, charges, start dates, options ).

· Prepare commencement notices and rent commencement letters based on verified occupancy dates and lease terms.

· Maintain organized lease files and supporting documentation ( digital + hard copy as required ).

5) Budgeting, CAM, and Annual Billings Support

· Support annual budget prep by collecting vendor pricing, reviewing scope, and updating assumptions.

· Assist with escalations and annual CAM/Tax/Insurance billing setup and processing.

· Support prior-year true- ups/reconciliations with data gathering, invoice support, and exception tracking.

· Help respond to tenant questions by organizing backup documentation and coordinating responses.

6) Vendor Management, Contracts, and Compliance

· Assist with vendor bidding: request proposals, schedule walkthroughs, build bid comparisons.

· Support contract renewals and maintain a tracker of start/end dates and scope.

· Track vendor and tenant COIs; follow up to cure gaps and maintain compliance.

· Maintain vendor contact lists, service scopes, and compliance records.

7) Property Inspections and Building Standards

· Complete regular property inspections ( interior and exterior as applicable ).

· Document deficiencies, assign corrective actions, and track completion.

· Coordinate with engineering/janitorial teams to keep common areas clean, safe, and presentable.

· Support leasing by ensuring suites and amenities are tour-ready ( access, lighting, cleanliness, basic function ).

8) Utilities, Reporting, and Document Control

· Update utility trackers and upload/scan utility invoices to Pdrive.

· Maintain organized property files: contracts, COIs, vendor docs, tenant billing support, inspection logs, incident reports.

· Prepare/update monthly reports as assigned ( rent roll, delinquencies, status trackers ).

9) Capital Projects and Construction Coordination ( Support Role )

· Assist with the coordination of capital improvements and smaller construction projects.

· Coordinate access, schedules, communications, and site logistics with vendors/contractors.

· Help enforce building rules, safety requirements, and contractor compliance.

10) Risk, Incident Response, and Escalation

· Report incidents and potential liability issues quickly to the Property Manager.

· Document incidents and maintain organized records ( what happened, who was involved, actions taken ).

· Escalate safety/life-safety concerns immediately.

Key Performance Indicators for an Assistant Property Manager

· Fast response times and clean follow-through on tenant requests.

· Accurate billing and clean tenant ledgers ( minimal corrections/reversals ).

· Reliable rent roll/lease data in Yardi.

· COIs current with no gaps.

· Organized documentation that anyone can step into and understand.

· Problems escalated early, with recommended solutions—not surprises.