Assistant Property Manager - Retail Commercial Real Estate

Assistant Property Manager - Retail Commercial Real Estate

PrideStaff is seeking an Assistant Property Manager for a retail commercial real estate portfolio. The ideal candidate will be a detail-oriented individual with exceptional organizational skills and a strong background in administrative tasks, tenant and vendor interaction, documentation and compliance, lease management, and property maintenance and management. The Assistant Property Manager will play a crucial role in supporting the Property Manager and ensuring the efficient operation of our clients' properties.

Key Responsibilities:

• Assist the Property Manager in overseeing the day-to-day operations of commercial retail properties.
• Utilize Yardi property management software to maintain accurate and up-to-date property records, including leases, tenant information, financial data, and maintenance records.
• Generate and distribute reports as needed, using Yardi software to track property performance metrics.
• Troubleshoot service calls, addressing tenant concerns promptly and efficiently.
• Coordinate sending ACH and W-9 information to tenants upon request, ensuring compliance with regulations.
• Generate aging detail reports, identifying delinquent tenants, and provide insightful comments for Property Manager review.
• Support Property Manager with late fee reports and billing tasks in Yardi property management software.
• Assist the Property Manager with budgeting tasks and inputting data into Yardi for financial analysis.
• Support Property Manager with CAM estimates, CAM reconciliations, data entry, and preparation of tenant letters.

Tenant Relations:

• Serve as a primary point of contact for tenants, addressing inquiries, concerns, and requests in a timely and professional manner.
• Coordinate lease renewals, lease amendments, and tenant move-ins/outs, ensuring all documentation is accurate and up-to-date in Yardi.
• Engage in tenant rent collection through emails and phone calls, maintaining professional communication.
• Issue notices of non-responsibility in accordance with property policies and legal requirements.

Vendor Management:

• Serve as the primary point of contact for all tenants, vendors, visitors, and other stakeholders.
• Prepare tenant billbacks for management approval and maintain accurate records of billbacks.
• Maintain tenant contact information for emergencies, accounts payable-related matters, and lease-related matters.
• Maintain active correspondence with tenants, lease administrators, accounting clerks, and managers regarding accounts receivable and other matters.
• Assist tenants with maintenance/service calls by coordinating with appropriate contractors, obtaining estimates, preparing contracts, and processing invoices.
• Work closely with vendors and contractors to coordinate property maintenance and repairs, utilizing Yardi to track work orders, invoices, and vendor performance.
• Maintain active communication with day porters, security officers, and engineers to ensure smooth property operations.
• Process vendor invoices and ensure timely payment, reconciling invoices with budgetary constraints as necessary.

Financial Management:

• Assist in budget preparation and financial forecasting for assigned properties, utilizing Yardi to track expenses, income, and variances.
• Monitor tenant accounts receivable and assist in collection efforts as needed, utilizing Yardi to track payment histories and delinquencies.

Lease Administration:

• Prepare lease amendments, assignments, and license agreements for the manager's review and modification, ensuring compliance with lease terms and regulations.
• Review broker commissions and ensure accuracy of commission calculations.
• Acquire monthly/annual gross sales reports from tenants and maintain accurate records of sales data.
• Prepare "welcome" packets for new tenants and assist with utility transfers as needed.
• Maintain lease files and documentation in Yardi, ensuring accuracy and compliance with lease terms and regulations.
• Coordinate lease abstracting and ensure key lease information is accurately entered into Yardi for reporting and analysis purposes.

Property Inspections and Maintenance:

• Conduct regular property inspections to assess maintenance needs, safety hazards, and overall property condition.
• Perform tenant interviews to evaluate operational concerns, identify property-related issues, and assess rent payment status and delinquencies.
• Analyze security reports for actionable items, ensuring a safe and secure environment for tenants and visitors.
• Coordinate with maintenance staff and vendors to address maintenance issues promptly, utilizing Yardi to track work orders and maintenance activities.

Administrative and Clerical Tasks:

• Manage and maintain organized records, including tenant contact lists, vendor directories, and supporting documentation, ensuring data accuracy and accessibility within property management systems such as Yardi.
• Issue notices to tenants regarding scheduled work on-site, lease violations, accounts receivable, and reporting.
• Update vendors with bill payment status and maintain organized vendor files.
• Organize workroom/office space and order necessary supplies for daily operation.

Documentation and Compliance:

• Acquire tenant and vendor Certificates of Insurance (COIs) and verify insurance coverage according to landlord requirements.
• Update tracking systems and upload COIs to shared drives for easy access.
• Code all incoming utility bills and vendor bills accurately for proper accounting.
• Assist with monthly reporting, budgets, and CAM reconciliations as assigned.
• Prepare service agreements for recurring or one-time projects and maintain accurate records of agreements.
• Prepare property safety inspection reports and ensure compliance.
• Administer required annual fire drills, ensuring tenants are fully informed and documentation is properly acquired and filed.

Property Maintenance and Management:

• Always act as a substitute for the Property Manager, especially during emergency on-site visits and move-out inspections.
• Maintain all tracking platforms and mechanisms as required by the manager, ensuring accurate and up-to-date records.
• Perform other duties as assigned to support property management objectives.

Qualifications:

• Bachelor's degree in Business Administration, Real Estate, Finance, or a related field preferred.
• 25+ years of experience in commercial property management, leasing, or real estate operations.
• Proficiency in property management systems (e.g., Yardi required; MRI or similar platforms a plus).
• Strong understanding of commercial real estate principles, lease administration, CAM reconciliations, and tenant relations.
• Experience with accounts receivable tracking, rent collections, and basic financial reporting preferred.
• Strong communication and interpersonal skills, with the ability to effectively interact with tenants, vendors, brokers, and internal stakeholders.
• Proven ability to prioritize and manage multiple tasks in a fast-paced, deadline-driven environment.
• Highly detail-oriented with strong analytical, organizational, and problem-solving skills.
• Proficiency in Google Workspace (Gmail, Docs, Sheets, Meet, Chat) and project management tools such as Monday.com (or similar platforms)
• Familiarity with maintenance coordination, work order systems, and vendor management.
• Knowledge of construction terminology and building systems (HVAC, roofing, electrical) is a plus.
• Professional, proactive, and able to work independently.

Compensation / Pay Rate (Up to): $60,000.00 - $68,000.00 Per Year

All compensation and pay rates are dependent upon skills and experience. PrideStaff is an equal opportunity employer.