Assistant Property Manager

The Assistant Property Manager is a key position to the overall success of the Property Management team. The position will handle all tenant requests and dispatch the appropriate service members as well as assist all personnel in a variety of tasks. This position will assist with the oversight of daily activities of the assigned facilities by ensuring they are efficiently maintained, reports are updated, and tenant issues are resolved.


Specific Duties and Responsibilities:

Tenant Services

• Assist the Asset Manager with tasks associated with the day to day operations of the facilities.
• Process and fulfill tenant requests for special or extra services.
• Assist with correspondence between the Asset Manager and the tenants.
• Provide routine physical inspection of the properties and follow up with the Asset Manager on all items.
• Handle all delinquency calls, involving the Asset Manager when the issue needs escalation.
• Be the first Point of Contact (POC) for all property management and maintenance issues.
• Dispatch tenant work orders and enter accurate and timely updates to the work order system.
• Distribute after hours HVAC requests to engineering and accounting for billing and programming purposes.
• Manage and ensure all tenant Certificate's (COI) of Insurance and vendor COI's are current, correct and on file.
• File insurance claims with the oversight and direction of the Asset Manager.
• Maintain property vendor list.
• Maintain rent roll for all properties assigned and update monthly.
• Assist the Property Manager with tenant move in and move out.

Administrative Duties

• Provide clerical support to the Asset Manager and on-site owner representatives.
• Filing and file maintenance.
• Copy and distribute monthly tenant statements.
• Distribute tenant memos and maintain the appropriate backup.
• Maintain and update as necessary all tenant contact information, after hours access lists and emergency contact information as well as a master tenant contact e-mail address listing.
• Handle miscellaneous assignments as requested.
• Additional Responsibilities
• Maintain documentation to support procedures related to job functions.
• Become familiar with all tenant leases, annual budgets and physical aspects of the properties.

Qualifications

• Education: Bachelor's degree preferred, candidate for a professional real estate designation (RPA, CPM, CCIM etc.)
• Experience: Minimum 1-year Commercial Real Estate Office or related experience. Ability to multi-task with individuals and organizations.

Skills and Knowledge


Excellent verbal and written communication skills; ability to analyze problems, develop and support solutions and support solutions; ability to interact with all levels of personnel; ability to work independently in a fast-paced environment. PC and internet literate with knowledge of Microsoft Office, Advanced proficiency in MS Excel, Outlook; detail oriented with a high degree of accuracy; familiar with property management accounting software Yardi is desirable.