Assistant Commercial Property Manager (Administrative Assistant)

Job Purpose

The Assistant Property Manager is to assist the Property Managers and VP of Commercial Management in effectively managing the assigned properties. In the managers absence, the Assistant Property Manager will assume all responsibilities associated with accomplishing property objectives as set forth by the Property Manager. In addition, the Assistant Property Manager is directly responsible for maintaining daily, weekly, and monthly reports including accurate reporting of rents and deposits received.

Conduct all business in accordance with company policies and procedures, Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, and all other laws pertaining to property management.

Duties and Responsibilities

Administrative Duties

• Greet clients / customers
• Answers and handles incoming phone calls from customers, tenants, vendors/suppliers, etc.
• Maintains property specific information including brochures, emergency plans, and other relevant information.
• Maintains accurate client records. Updates on a daily basis all rents, deposits and application fees received from clients. Issue appropriate notices when necessary (e.g., late payments, returned check memos).
• Deposits all receipts prior to bank close each day.
• Provides administrative support to Property Managers, including but not limited to, tenant correspondence, maintenance coordination, etc.
• Maintains tenant insurance tracking. Responsible for following up with tenant and tenants agent for insurance policies not received in a timely manner.
• Input leases into Yardi, prepare lease abstracts.
• Organizes and files all applicable reports, leases, and paperwork
• Process move-ins and move-outs
• Prepare all security deposit transmittals
• Accepts service requests from tenants and routes to maintenance or outside vendors for prompt processing.
• Conducts service follow-up with vendor and tenant when work is completed.
• Track and update work orders in Yardi.
• Special projects and other duties as assigned.

General Duties

• Input accounts payables and code invoices in Yardi
• Answer and direct telephone calls
• General office duties such as: scanning, mail, computer work, etc.
• Perform any additional duties assigned by Property Manager or VP of Commercial Management.
• Training is to be completed within 30-60 days from hire date, or as required.

Qualifications

• High school education or equivalent is required.
• One year of property management or retail sales experience, preferred
• Yardi experience preferred
• Excellent communication, customer service and organizational skills.
• Must have computer knowledge (Microsoft Office products)
• Dependable as well as possessing the ability to maintain a high level of confidentiality

Working Conditions

• Indoors (66% - 100% of the time)

Work Hours

• 40 hours per week

Physical Requirements

• Stand and walk or sit alternatively depending on specific needs of the day. Estimate 60% of time sitting and 40% standing.
• Occasional need to perform the following physical activities (1% - 33% of the time):

o Bend/Stoop/Squat/Kneel

o Climb Stairs in front of office

o Push and or Pull –open and close doors, etc.

o Reach above shoulder – retrieve supplies

• Frequent need (33% to 66% of the time) to perform standing and walking activities
• Constant need (66% to 100% of the time)

o Writing/typing – inter-office and client communication

o Grasping/turning – telephone, doorknob use

o Finger dexterity – typing, operation of office equipment

• Lift/Carry (paperwork, deliveries, files, miscellaneous):

o Constant (66%-100%) – under 10 lbs.

o Frequent (33%-66%) – 10 – 25 lbs.

o Occasional (1% - 33%)– 25 – 35 lbs.

o Rare (less than 1%) – over 35 lbs.

Vision Requirements

• Constant need (66% to 100% of the time) to complete forms, read and review reports, answer a wide variety of correspondence, view computer screen. Frequent need to see small detail.
• Constant need (66% to 100% of the time) to see things clearly beyond arm's reach

Hearing Requirements

• Constant need (66% to 100% of the time) to communicate over telephone and in person with vendors, corporate office staff, and clients

Speaking Requirements

• Constant need (66% to 100% of the time) to verbally communicate over the telephone and in person with vendors, corporate, staff, and clients

Driving/Traveling Requirements

• Frequent need (33% to 66% of the time) to utilize personal transportation, make trips to the bank and also visit other offices.
• Must have valid driver's license and automobile insurance

Reasoning Development Requirements

• High. Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action
• Must effectively convey ideas, images and goals to a diverse group of personalities.

This job description in no way states or implies that the essential duties described are the only responsibilities. The employee is required to follow any other instruction and to perform any other work duties at the request of the supervisor or other management personnel.