Assistant Commercial Property Manager

Job Description

Job Description

Position Summary

The Assistant Commercial Property Manager will manage a commercial real estate portfolio and be involved in all aspects of day-to-day operations for select properties, including tenant relations, maintenance and repair, security services, janitorial services, landscaping services, snow removal services, and more. Additionally, this person will be charged with supporting the organization’s efforts in the day-to-day implementation of policies, procedures and programs that will assure a well-managed, well maintained physical plant, placing maximum emphasis on positive responses to the concerns and needs of the tenants, environmental health and safety, and quality programs in coordination and conjunction with the Owner’s goals and objectives. 

Position Duties and Responsibilities

• Must provide supervisory responsibilities for the properties, including being on-call 24 hours a day, managing tasks to maximize efficiency and ensure proper completion of same from maintenance, vendors, and other contractors.
• In collaboration with the Executive Director of Property Management, conduct regular inspections of the properties and tenant spaces to ensure compliance with leases and the proper upkeep of the properties.
• Manage master service agreements and work authorizations that are on the company standard forms and monitor vendor compliance. Review and process applicable vendor invoices for completed work. 
• Obtain estimates/bids for repairs at the properties. Generate and track purchase orders, approvals and distribution. Coordinate contractor activity.
• Provide excellent tenant service. Respond to tenant requests/problems in a timely and courteous manner, and generate work orders directed to vendors or maintenance staff. Follow-up with tenants to ensure satisfactory resolution.
• Assist the Executive Director with establishment of property management plans, preventive maintenance policies and procedures, property operations manuals, produce monthly, quarterly, ad hoc, and annual reports, produce transaction related documents, and produce departmental reports (e.g. business plans, inspection reports, incident reports, RFPs).
• Develop budgets that seek to maximize Net Operating Income and identify and create expense control opportunities.
• Detailed verification of all invoice amounts and information with approved Service Orders or Contracts.
• Assist corporate accounting with questions related to the properties and resolution of vendor issues.
• Provide meaningful support to the leasing team by providing lead time of lease-to-open schedules as supported by on-site representation and inspection in order to get new tenants open on time or early to maximize revenue.
• Assist with administering tenant occupancy including providing the new tenant with an introduction letter regarding emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures. 
• Utilize highly effective communication and interpersonal skills for building important relationships with guests, employees, city officials and other community leaders.
• Ensure that property files are properly maintained and kept up to date in accordance with company policy. Prepare and maintain appropriate files, records, correspondence and file notes.
• Develop and implement new ways to meet business needs, improve processes, and work more efficiently.
• Other duties as assigned.
• Protect company confidential information and keep passwords safe.

Knowledge and Skills

• Must be familiar with and able to interpret leases
• Exceptional communication and organizational skills with ability to effectively communicate both orally and in writing with peers, managers and clients
• Detail oriented and accurate, especially with numbers
• Customer service experience
• Ability to multi-task, manage time wisely work well under pressure and work independently
• Ability to work with staff in solving problems and ability to take direction and function as part of a team
• Must be proactive in addressing potential safety, maintenance concerns, and have ability to follow up without direction 
• Be a problem solver and place events and activities in perspective and assess their short and long-term impact
• Approach issues with a positive attitude delivered with a calm, confident demeanor
• Possess a strong knowledge base for operational and facilities management
• Proficient in Microsoft applications and related software; payables software (Nexus payables); accounting/property management software (MRI)and/or Yardi

• Ability to visually inspect premises; stand and walk for long periods of time; lift up to 30 pounds, climb ladders, stoop and bend
• Able to travel via air and automobile
• Must be available for work evenings and weekends if needed

Qualifications

• Minimum of a Bachelor’s degree in a business related field.
• Minimum of 2 years in shopping center/office property management or related experience.