Assistant Property Manager

Handle day-to-day operations of assigned properties fielding incoming tenant and vendor calls and requests via voicemail, phone, fax and emails. Schedule work with vendors and contractors for the properties. Issue work orders as needed. Inspect properties on a minimum monthly basis and follow-up with maintenance requirements per inspection and budget requirements. Compose and issue notices and correspondence to tenants and vendors. Maintain property and leasing files. Generate lease documents, including proposals; maintain check lists and follow-up for the tenant move-in process, including liaison for contractors, sub-contractors, vendors, tenant, brokers, and internal accounting department. Maintain checklists for move-out procedures and follow-up. Assist Senior Property Manager in the budget process. Other property management duties as assigned by the Senior Property Manager. Essential Duties and Responsibilities include the following. Other duties may be assigned. Phones (& E-Mails) Phones calls included tenant questions/inquiry/complaints; vendors questions/inquiry; leasing calls; forwarded calls; lenders & insurance calls for all the buildings; after hours tenants/vendors/alarm emergency calls. Assisting all of the above. Document and file important information per conversations. Work Orders Initiate work orders. Schedule/assign/discuss work orders with vendors, preferably meet vendors at the property(s) to discuss and review issues. Coordinate work with vendors. Follow up work orders. Inspect the work upon completion. Close work orders / convert to payables. Procure competitive bids from vendors for major new projects and deferred maintenance; preferably meet with vendors to discuss the work on site. Oversee invoices for tenant direct charges; if necessary prepare tenant charge form. Utilities connection and disconnection for industrial parks. Supervise annual building deferred maintenance per lender and insurance requirements. Assist in providing building information for lender and insurance needs. Coordinate/Submit with insurance company required information from accident reports. Schedule/supervise all major work per budget expense. Handle City Violation & Code Enforcement. Supervise task list and day-to-day issues with the day porter. Perform building walk-thru’s per supervisor. Administer utility billing systems Administer card key access systems Correspondence like tenant memos; lease violation; Notice of non-responsibility forms General office duties such as emailing, mailing & digital filing. Leasing Renewals: From proposed terms provided by Leasing Manager or Sr. Property Manager, enter terms in Yardi. Use Yardi to prepare renewal offer PDF. Once offer is accepted and signed, prepare amendments in Yardi, upload to Docusign or make copies & mail or deliver to tenants. Prepare new leases per terms provided by Leasing Manager or Sr. Property Manager. PDF and Docusign, or print and make copies, distribute to signors and track receipt of executed docs and insurance certificates. With Receptionist, prepare, review and email Broker Blast weekly Enforce Tenant Insurance requirements via notification system and follow-up with Tenants. Move In duties Once lease is executed, create tenant/unit digital folder and file executed copy. Input/update tenant contacts and distribution lists. Fax/Schedule with vendors tenant improvement work such as painting, carpet, detail cleaning, locksmith, etc. Coordinate with tenant the schedule of the above. Continued follow up with vendors/tenants for status/completion of work If suite is vacant, inform the new tenant to call DWP and Gas Company to put the power and gas under their name; call DWP to disconnect service under our name. Move out duties Print tenant history & lease abstract to determine the calculation for tenant security deposit refund, calculate tenant balance per tenant history, examine lease abstract for security deposit exact amount; fill out Move Out Reconciliation Form, submit Move Out Form to accounting to start the process of security deposit refund. Ensure tenants supply forwarding address to use for mailing security deposit refund Update tenant history, move out previous tenant from records. Inspect vacated suite per supervisor request. If suite is going to be vacant upon move out, call DWP to put the power under our name.aa415a4b-8b21-40fc-a65c-70d2b25ca29a