Assistant Property Manager Commercial

Job Description

Job Description

ASSISTANT PROPERTY MANAGER

The Assistant Property Manager provides first-class property management services and assists the Property Manager in overseeing a portfolio of commercial properties. Day to day responsibilities include assisting department heads and engineering staff with administrative functions, scheduling and coordination of building operations and special projects, and communicating with property tenants and enhancing customer service relationships.

ESSENTIAL FUNCTIONS

·         Provide daily assistance and support to Property Management by being the main point of contact for property tenants for basic needs such as routine work order requests and general inquiries.

·         Facilitate the scheduling of both routine and non-routine maintenance services, regularly communicating with tenants and other third parties to ensure awareness of ongoing repairs and maintenance.

·         Assist Property Management with weekly/monthly/annual reporting requirements, maintain and optimize company data organization.

·         Provide in-office support to all company employees, i.e. purchasing office supplies, submitting IT requests, accepting deliveries, preparing for company meetings, managing company master key log, assisting with virtual meeting scheduling, etc.

·        Develop property budgets, monthly financial and operations reports, annual CAM and real estate tax reconciliations, and additional financial/administrative requirements.

PRIMARY RESPONSIBILITES

·         Regular daily communication with Property Management, assist as needed with receiving and managing tenant requests and administrative needs (e-mail follow up, work order submission, supply orders, etc.)

·         Assist the PM in supervising and supporting mobile engineering staff (sourcing repair parts, reaching out to third parties to schedule service visits, managing company expenses and receipts)

·         Draft services agreements between property management and sub-contractors, ensure compliance with contract terms and price estimates.

·         Collaborate with PM on weekly/monthly operations reports, create report templates and ensure reports are updated substantially and circulated to ownership by preset due date.

·         Assure optimal functioning of building systems; track and manage all property inspection deadlines (i.e. boiler inspection, elevator inspection, fire box fees, etc.).

·         Track and manage certificate of insurance compliance among all tenants and company vendors.

·         Assist Property Management and Accounting with monthly aged receivable and default notices.

QUALIFICATIONS

·      3-5 Years of experience in Commercial Property Management industry

·      Excellent customer service skills

·      Excellent organizational skills

·      Excellent verbal and written communication skills 

·      Attention to detail, ability to manage multiple active and unique projects          

·      Proficiency with Microsoft Excel, Word, Outlook

·      Experience with Yardi software preferred

·      Experience with work order entry or building maintenance software preferred

·      Experience developing Standard Operating Procedures and both internal/external company policies preferred.

·      Accounting knowledge and skills

·      Ambition and desire to learn and develop a career in the property management industry

·      Reliable transportation

·      Bachelor’s Degree preferred (experience considered)

WORK HOURS & BENEFITS

40 hours per week, weekday availability from 8:00am-5:00pm

Parking is included. Full Benefits include:

·         Health insurance

·         Dental insurance

·         Vision insurance

·         401K

·         Paid time off