Assistant Property Manager

Assistant Property Manager

The Assistant Property Manager shall be responsible for assisting the Property & Asset Management team on a day-to-day basis with all aspects of property management for 350 Mission. This position reports to the Property Manager with a secondary reporting Senior Property Manager.

Opportunity Requirements:

• Minimum of 3-5 years working in a professional office environment and a minimum of 3 years working in a commercial real estate environment.
• Strong proficiency in financial management and accounting required.
• Must be self-motivated and possess excellent email and phone etiquette, convey a highly professional manner and must be well organized.
• Solid understanding of office procedures; typing skills 60+; excellent spelling and grammar; and highly computer literate with Word and Excel.
• Excellent interpersonal and communication skills.

Summary of Responsibilities:

• General Administration:
• Maintain SharePoint file organization for projects, vendors, and tenant files. This includes Yardi Document Management (YDM) lists and distribution.
• Manage office administration, including mail distribution, ordering and stocking office supplies, and overseeing of office equipment.
• Support the management team in coordinating leasing, marketing, design, and investor-related activities for assigned assets.
• Work with development and construction team on weekly operations meetings, agenda and open items.
• Record meeting minutes and maintain status reports on properties and outstanding items.
• Ensure all tenant and vendor contacts (legal, billing, premises, emergency) are updated and maintained.
• Follow and adhere to the Corporate Asset Management & Leasing monthly Calendar.
• Coordinate tenant activity and moves with multiple departments including development, construction, and engineering.
• Provide backup coverage for the front desk and telephone duties, and assist the Property Coordinator with general office tasks as needed.
• Accounting:
• Payables:
• Review and process invoices in Yardi PayScan daily, assign them to the appropriate GL and ensure the invoices are in line with the budget.
• Upload invoices into Yardi for payment routing as needed. Collaborate and support Property Coordinator and accounting team with invoice processing.
• Follow up on outstanding invoices or incorrect billings and resolve discrepancies in a timely manner as needed.
• Prepare and route purchase orders in Yardi to track all expenditures.
• Receivables:
• Possess a comprehensive understanding of tenant rent schedules, lease commencement dates, rent abatements, and prorated rents per tenant leases.
• Responsible for running current aging reports. Contact tenants via phone and email for outstanding receivables.
• Submit monthly aging reports to revenue accounting team.
• Follow up on all outstanding charges and escalate to Property Manager and/or Senior Property Manager after (3) attempts to collect have failed.
• Identify and investigate any discrepancies between tenant ledger (overdue balance or credit) and tenant payment status.
• Prepare utility and submeter spreadsheets as needed.
• Manage tenant utilities, after-hours lighting and HVAC billings by preparing monthly allocations and generating sundry charges in Yardi.
• Monitor external utility websites for invoice postings and ensure timely processing.
• Generate tenant late fee charges as instructed by Property Manager and/or Senior Property Manager.
• Assist Property Manager and/or Senior Property Manager with CAM Reconciliation letters and annual tenant CAM Estimate letters.
• Reporting:
• Provide Property Manager and / or Senior Property Manager with monthly accrual data, update working budgets.
• Assist with compilation of information/data for annual budget preparation, as needed.
• Review Lease Abstracts from Accounting for Senior Property Manager and Senior Director approval. Prepare and submit Lease Change Notices as needed.
• Monthly preparation and update of Stacking Plans, Rent Rolls, Commercial Billing, and Tenancy Schedules for Property Manager and/or Senior Property Manager review and approval.
• Assist Senior Property Manager with month end closing procedures, preparation of variance and financial reports, monthly reforecast, accruals, and general ledger review.
• Budgets:
• Collaborate with the property team on annual budget preparation, including obtaining bids, validating pricing, entering data into accounting software, and assessing capital building needs.
• Assist with monthly reforecasting and/or update reforecasts for Property Manager and/or Senior Property Manager review.
• Analyze year over year and budget to actual variances, identify percentage changes, and recommend strategies including value engineering to align expenses with budget targets.
• Review vendor schedules of work and revise as needed for budgeting or reforecasting purposes.
• Work with Chief Engineer and PM and / or SPM to identify and obtain pricing for non-contracted and R&M items to include in budget.
• Ensure accuracy of vendor pricing throughout the year, checking original proposals or contracts as needed.
• Track budget on a monthly basis to ensure that building work is completed on time and within budget and invoices are paid and / or accrued for as work is completed.
• Monitor and track expenses against budget and contract/purchase order amounts, updated working budgets.
• Update Forecast accordingly throughout the year in conjunction with Property Manager and/or Senior Property Manager guidance.
• Prepare Authorizations for Expenditure (AFE) for non-budgeted work as needed and route to Property Manager and/or Senior Property Manager for review and approval.
• Insurance Compliance:
• Collect, validate and file tenant and vendor certificates of insurance (COI), work with Risk Management team to ensure certificate compliance.
• Prepare incident report forms and submittal to Risk Management with Property Manager and/or Senior Property Manage review and approval.
• Property Management:
• Assist the property management team and Chief Engineers to maintain building standard operating procedures. Create and maintain Permit Compliance Calendar.
• Participate and assist Property Manager and / or Senior Property Manager with monthly and quarterly property walks and preparation of punch lists.
• Follow up with vendors to confirm timely completion of follow-up items noted on walks.
• Conduct regular 3rd party inspection walks along with the vendor and document required follow-up items.
• Act as liaison with engineering team to schedule and track tenant work orders and preventative maintenance through Visitt to ensure they are completed in a timely manner. Update weekly team meetings with work order and PO status.
• Monitor Visitt work order system throughout the day to ensure tenant work orders are responded to and updated accordingly with relevant notes and within required response and completion goals:
• Acceptance: 30 minutes
• Response: 2 hours
• Completion: 24 to 48 hours
• Assist with collection of bids for projects, and/or maintenance and repairs.
• Create Purchase Orders and track from scope commencement through to completion and invoice processing in timely manner.
• Assist with drafting, executing, and maintaining vendor service contracts, purchase order documents, and vendor files as needed.
• Collaborate with Property Coordinator to ensure all contact lists for vendors, tenants, etc. are maintained and updated regularly.
• Tenant Relations:
• Assist property team in coordinating all tenant and property events as well as annual fire warden training program.
• Coordinate signage program, including directory boards, tenant suite signs, floor directory signs, evacuation and restroom signs.
• Collaborate with Property Coordinator to prepare and distribute tenant memos and notifications.
• Prepare move-in packages and assist in coordination of tenant move-ins/outs.
• Assist in implementation and compliance of tenant lease obligations.
• Update building website/tenant portal/app and emergency procedures Property Manager and/or Senior Property Manager review and Chief Engineer review.
• Educate tenants on project's recycling program.
• Assist Property Manager / Senior Property Manager in resolving miscellaneous tenant issues.
• Vendor Relations:
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