Assistant Property Manager

Job Description – The Commercial Assistant Property Manager will work closely with the Property Manager, Property Coordinator, and Engineering and Security teams to ensure the successful fiscal and real property management of an industrial portfolio. The primary responsibilities for the Commercial Assistant Property Manager will be actively participating in the preparation of the monthly and annual financial reporting packages, project managing above standard work for tenants including suite improvements and maintenance. Establishing and maintaining relationships with building vendors driving high quality work and service. Additional responsibilities for the Commercial Assistant Property Manager will include the following:

Responsibilities Include:

• Ensure scheduling of outside vendor/contractor repair and maintenance work in accordance with budget plan and maintenance calendar.
• Oversight of on-site janitorial and landscaping staff to ensure completion of service requests and compliance with the contract specifications for janitorial and landscape services.
• Provide assistance in all matters of security and life safety. Coordinate annual building fire and earthquake drills and assist in the development and on-going implementation of Floor Warden and Emergency Response Team Programs.
• Along with the PM and Operations Manager, schedule testing of the building’s fire alarm systems and devices and work closely with outside service provider and Chief Engineer to ensure that necessary repairs are made as per each inspection.
• Coordinate building maintenance and improvement projects under the direction of the SPM. Assist the PM in facilitating tenant improvement projects and work to be performed by outside contractors.
• Perform monthly property inspections, complete inspection reports, and submit to PM. Independently coordinate associated repair and maintenance items in keeping with budgetary requirements.
• Administer tenant move-in/outs in keeping with building policies and procedures. Coordinate services with tenant contacts and building service providers.
• Oversee elevator services and work closely with elevator technicians to ensure timely completion of maintenance requests, obtain technical information from on-site elevator technician on entrapments or problems requiring incident reports and ensure completion of scheduled elevator repair and maintenance items with the support from the Operations Manager.
• Review security Daily Activity and Incident Reports and work with the Security Site Supervisor to ensure professionally written and well-organized reports.
• Ensure distribution of annual asbestos notices to building tenants per the building ACM plan.
• Available out of business hours to provide support and direction at the property as needed.
• Support PM in all aspects of property management.
• Submit all outside contractor and vendor work estimates and proposals to PM for approval and work closely with Property Administrator to ensure creation and distribution of Purchase Orders.
• Act as back-up to the Property Administrator as required in his/her absence. Positively and professionally respond to inquiries from walk-ins, tenants, and vendors. Answer incoming phone calls and route appropriately.
• Manage recycling programs including educating the tenants on sustainable practices.
• Develop and distribute tenant notices and building operations correspondence to tenant office managers as required.
• Work with PA to ensure that Tenant and Vendor certificates of insurance are maintained and tracked.
• Review and approve all Accounts Payable.
• Responsible for collection and reporting on Accounts Receivable. This includes ensuring rent statements and work order billings are generated and mailed monthly, generating utility reimbursements and reporting to PM monthly until all rent is received. Follow up on rent collections and late charge billings, deposit rent checks, apply payments/monthly archive data received from the lock box and verify income deposited into accounting system including garage income if applicable.
• Assist in preparing monthly operating reports by working with Property Accountant on the accruals of invoices, purchase orders, electricity billings and after-hours HVAC and also providing additional input on upcoming projected invoices to be paid as well as review and comment on the variance reports, OLR, occupancy and leasing reports and any other required reports that may be needed.
• Assist in preparing quarterly reforecasts including but not limited to reviewing and commenting on capital and operating budgets, inputting and running the necessary Kardin, Yardi and Excel reports.
• Responsible for lease administration under the direction of the SPM. Maintain updated information on lease analysis, documentation and promptly update records upon completion of executed lease renewals, amendments, and new leases.
• Assist with preparing the annual capital and operating budget including but not limited to collecting vendor budgets, projecting costs, revenue projections and leasing assumptions.
• At year-end and in spring, work with accounting and SPM in formulating Operating Expense estimates and reconciliations for tenant billing. Review and use Excel to compute the Operating Expense estimates and reconciliations for upcoming new year and prior year charges for each lease and compile letters to the tenants. The letter will show the estimated operating expenses against their base year and their actual operating expenses against what was estimated for the prior year and the resulting refund or charge for the reconciliation.
• Assist in preparing the annual Strategic Asset Plan and budget presentation.
• Responsible at all times for providing prompt and professional response to requests from building tenants and walk-ins.
• Nurture and maintain relationships with long standing service providers at each of the properties. Develop and maintain positive rapport with new service providers acting with the highest level of integrity and professionalism and appropriately representing The Swig Company at all times.
• Assist in the planning of tenant relations events in the building as directed by the SPM.

Position Requirements

• 3+ years in commercial property management
• Strong knowledge of finance and building operations with excellent communication skills.
• Highly proficient in Microsoft Excel, Word, and Outlook, Yardi, MRI, Timberline, Building Engines, and other commercial real estate software programs.
• Professional with exceptional problem solving and analytical skills.
• Excellent customer service skills and ability to develop long term relationships with tenants.

Education

• Bachelor’s degree preferred
• Real Estate license preferred (required within 6 months of starting)

Benefits

• Medical, Dental, Vision, PTO and PST