At CenterCal Properties, our mission is to create world class retail and mixed-use environments that uplift communities. Located in the heart of Concord, CA, we stand as a beacon of innovation, quality, and inclusivity. We are currently seeking a seasoned Property Management Assistant with a diverse skillset to join our team, someone who embodies our values of Creative Persistence, High Standards, Being Resourceful, Delivering Today, Integrity is Non-Negotiable, Advocate, Collaborate, Commit, and Building Great Teams Through Diversity, Equity & Inclusion.

In addition to a competitive compensation package, CenterCal offers a comprehensive benefits package and company culture that is collaborative, family-oriented and focused on the health and well-being of its strongest asset – all employees!

• Medical, dental, vision, short-term disability, long-term disability and a group term life benefit. • 401k plan - Under the Company’s current benefits package, eligible employees can begin participating after 90 days of employment. Company will match 100% up to the first 3% and 50% of the next 2% for a maximum of 4% depending upon your contribution percentage. • Financial advisement services through the company’s 401k advisor. • Three weeks accrued vacation and 6 six days (both prorated year 1). • Company paid holidays – all Federal holidays plus holiday pay actual hours worked for working the day after Thanksgiving and Christmas Eve. • Two paid community service days – one individual volunteer day and one company-sponsored. • Flexible spending accounts and more!

GENERAL PURPOSE: The Property Management Assistant (PMA) works closely with and under the direction of the General Manager to provide receptionist and administrative support on a daily basis for a very busy management office. The main purpose of the PMA position is to support his/her manager and the overall functions of the Property Management Department, which ultimately helps the company, as a whole, fulfill its goals. The position requires accounting skills, organization, accuracy, attention to detail, relationship building skills, verbal & written communication, judgment and confidentiality.

KEY RESPONSIBILITIES/DUTIES: Reasonable accommodations may be made to allow differently-abled individuals to perform the essential functions of the job. Responsibilities include but are not limited to:

The PMA assists tenants, vendors, visitors & guests in a courteous, professional and timely manner. Reviews, researches and codes invoices for payment according to operating budget; submits to manager for approval in a timely manner. Collects updated tenant information and certificates of insurance as necessary and distributes appropriately. Assists General Manager as necessary with preparation of annual operating budget, quarterly reforecasting and monthly accruals. Assists Property Accountants as necessary with tenant accounting issues. Works independently and within a team on special, non-recurring and ongoing projects. Prepares open and close possession notices and ancillary contracts. Prepares vendor contracts, and tenant bill backs. Updates tenant and vendor contacts, utility spreadsheets, tenant opening schedule and updates vendor/tenant insurance compliance.

• Answer incoming phone calls in a pleasant and professional manner, forward callers if necessary to the appropriate voice mail and/or take detailed messages.
• Provide a positive first impression to all guests that visit or call the management office.
• Provide excellent customer service to all customers including: tenants, vendors, contractors and guests.
• Foster spirit of respect, cooperation and teamwork among co-workers.
• Maintain all Tenant Lease, Tenant Correspondence and Vendor files. File all documents received and distributed.
• Maintain current certificates of insurance for all tenants and vendors, including a log to track expirations.
• Organize and maintain inventory of construction plans to insure easy location of plans as needed.
• Within Yardi Voyager, code/process all invoices including reviewing all invoices against existing contracts, confirming work completed with GM, logging expenses on a tracking spreadsheet, working with vendors to resolve any discrepancies, and ensuring timely and accurate payment.
• Prepare vendor contract agreements in contract software for management approval and track vendor certificate of insurance compliance.
• Coordinate set up of new vendors with required information including W-9, approved contracts and certificates of insurance.
• Assist with submitting Contract Approval Forms, License Agreement Requests, providing and tracking status.
• Assist with tenant opening notices, tenant billing adjustments, rent collection letters/calls, monthly rent role review and monthly aging reports.
• Preparing, mailing memos, tenant letters and vendor letters for Property Management.
• Preparing and mailing tenant welcome letters for all new tenants. Prepares draft of monthly accruals for Management team review input and review.
• Secure monthly sales reports from tenants and enter data in property sales tracking software obtaining reports from all stores required to report monthly and submitting completed report no later the 20th of each month.
• Assisting the Leasing department in providing information on available spaces, meeting set up, greeting prospective tenants, providing contact information for leasing inquiries.
• Provide support to Specialty leasing manager with contract deal approval sheets and license agreement drafting, and contract signing process via DocuSign.
• Assist Construction Department and Operations Manager as requested.
• Assist the Marketing Department as requested.
• Maintain financial report records in the project document control folders.
• Maintain security incident documentation.
• Maintain current list of tenant contact information including current store manager, e-mail contacts, accounting contacts, marketing contact and emergency contact.
• Be available for a flexible schedule, working weekends as needed.
• Other duties, as assigned.

MINIMUM QUALIFICATIONS: The following are the minimum qualifications which an individual needs in order to successfully perform the duties and responsibilities of this position. Please note that the minimum qualifications may vary based upon the department size and/or geographic location.

Minimum 10 years’ experience in a fast paced, professional setting in the property management industry. Strong customer service skills with the ability to handle requests in a courteous, professional and timely manner. A strong team player with communication and decision-making skills. Strong computer skills (MS Word, Excel, Outlook, Power Point) including ability to learn and work within Timberline & TimberScan software programs. Present self and CenterCal Properties in a professional manner in all customer communications and actions. Demonstrate effective conflict resolution and customer service skills for interaction with customers, tenants, and co-workers.

Ability to create, manipulate and maintain databases. Ability to organize and manage multiple projects. Strong attention to detail, time management skills and personal initiative are all required competencies. Strong grammatical skills. Ability to produce error-free documentation regarding spelling, grammar, and punctuation. Must be self-sufficient and able to operate independently. Must be able to work well with all levels of the organization. Must be able to adapt quickly to new work assignments and situations. Reliable, on-time attendance.

Job Type: Full-time

Pay: $28.00 - $32.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Experience level:

• 10 years

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Ability to Relocate:

• Concord, CA 94520: Relocate before starting work (Required)

Work Location: In person