Assistant Commercial Property Manager

Job description: Commonwealth Commercial Partners is a vertically integrated firm passionate about helping people succeed while adding value to the commercial real estate industry. Our values encompass every aspect of our culture and drive our passion for continually creating and providing best-in-class commercial real estate property solutions for the evolving needs of our clients. It is our people and our value-driven culture that make Commonwealth a leading commercial real estate firm with demonstrated expertise in Investment Sales, Property & Asset Management, Construction Management, Hospitality Management, Project Management, Land Sales, and Forestry Consulting. We are currently seeking an experienced Assistant Commercial Property Manager to join our team in the Houston (Galleria) area. *Compensation for this role is commensurate with experience. This role will support our tenant relationships, property operations and costs, approved capital expenditures, and the tenant improvement process for assigned properties. Under the direction and training of the Property Manager, this role will support and proactively collaborate with other Commonwealth team members as required. Duties include but are not limited to the following: Assist with management of vendors to respond quickly and appropriately to tenant’s and/or owner’s requests. Maintain accurate and complete records including contracts, Certificates of Insurance (COI) and other information as required. Ensure that procedures for maintenance and care of all buildings and equipment- including development of emergency procedures and preventative maintenance programs for all buildings are in place. Update weekly building logs to properly track and record activity on the property. Actively participate in the bid process for vendor contracts with key outside contractors to provide services as required. Maintain accurate records including executed contracts, certificates of insurance and other vendor information as required. Ensure that work performed by contractors is performed timely and in accordance with the contracted scope of services. Regularly inspect and evaluate all building equipment, systems, and grounds to ensure that the appearance and operation of the company’s properties meet company standards. Assist in developing and managing an annual budget and ensure properties operate within or under budget. Review monthly operating reports for discrepancies and be able to explain budget variances. Assist, review and approve invoices within 48 hours of receipt. Process incoming mail and invoices, EMS requests from tenants, order office supplies, update tenant directory, and manage office phone system. Manage Certificate of Insurance requests for tenants, create tenant billback requests via email or comment in Avid to AP contact, program access cards, maintain Fitness Center waivers/access card requests, and maintain conference room schedules. Participate in regular inspections of the properties and grounds to ensure that the appearance and operation of the company’s properties meet company standards. Assist with coordination of move-in process to tenants’ satisfaction. Visit tenants regularly and maintain a positive, productive, and professional relationship. Under the guidance of the Property Manager(s), compile monthly executive summaries, portfolio logs, building financials and accounts receivable reports to ownership and asset managers. Update building logs as necessary to properly track and record activity on the property. Prepare and track maintenance technician payroll billings. Assist with administrative functions related to the general operation of the office. Run various reports for specific commercial real estate properties managed by Commonwealth. Attend and participate in monthly department meetings. Prepare, proof and revise correspondence to tenants and other interested parties to include letters, statements, worksheets, and invoices. Set up client accounts in various CRE software systems. Prepare individual tenant welcome packets. Track, collate and file certified correspondence as needed. Assist Lease Administration in annual reconciliation of Common Area Maintenance (CAM) expenses and any other administrative duties. Required Skills: Proficiency in Microsoft Office Package (Outlook, Word, Excel, One Note). Basic knowledge of CAM, insurance, real estate taxes and building systems. Ability to multi-task and prioritize. Time management and organizational skills within tight deadlines. Problem solver and willingness to think outside the box to achieve a desired result. Exceptional organizational, written, and verbal communication skills. Demonstrated commitment to customer service and a track record of exceeding customer expectations. Adaptability to new procedures as necessary in a thriving workplace. Valid drivers’ license and own transportation. Required Experience & Education: Bachelor’s (BA/BS) degree, or 4 years’ commercial property experience equivalent. Minimum of 2+ years of commercial real estate property management or related experience. CPM or RPA designation and state real estate sales license a plus. Minimum of 1 year experience with Yardi, required. Minimum of 1 year commercial (not residential) experience, required. Exposure to annual budget process. Strong 3rd party vendor relationships Experience: Commercial property management: 2 years (Required) Yardi: 1 year (Required) Ability to Relocate: Houston, TX: Relocate before starting work (Required) Work Location: In person #J-18808-Ljbffr Commonwealth Commercial, LLC