Assistant Property Manager

Job Description

The Commercial Assistant Property Manager will work closely with the Property Manager, Asset Manager, Property Coordinator, and Engineering and Security teams to ensure the successful fiscal and real property management of the building.

Main Responsibilities:

• Actively participate in the preparation of monthly and annual financial reporting packages.
• Project manage above-standard work for tenants, including suite improvements and maintenance.
• Establish and maintain relationships with building vendors to drive high-quality work and service.

Additional Responsibilities:

• Ensure scheduling of outside vendor/contractor repair and maintenance work in accordance with budget plan and maintenance calendar.
• Oversight of on-site janitorial and landscaping staff to ensure completion of service requests and compliance with contract specifications.
• Provide assistance in all matters of security and life safety.
• Coordinate annual building fire and earthquake drills, and assist in the development and implementation of Floor Warden and Emergency Response Team Programs.
• Schedule testing of the building's fire alarm systems and devices, and work closely with outside service providers to ensure necessary repairs are made.
• Coordinate building maintenance and improvement projects under the direction of the SPM.
• Assist in facilitating tenant improvement projects and work to be performed by outside contractors.
• Perform monthly property inspections, complete inspection reports, and submit to SPM.
• Independently coordinate associated repair and maintenance items, upholding a Class-A image of the property.
• Administer tenant move-in/outs in accordance with building policies and procedures.
• Oversee elevator services, working closely with elevator technicians to ensure timely completion of maintenance requests.
• Distribute annual asbestos notices to building tenants per the building ACM plan.
• Be available out-of-hours to provide support and direction at the property as needed.
• Support SPM in all aspects of property management.
• Submit all outside contractor and vendor work estimates and proposals to SPM for approval.
• Respond positively and professionally to inquiries from walk-ins, tenants, and vendors.
• Answer incoming phone calls and route appropriately.
• Develop and distribute tenant notices and building operations correspondence to tenant office managers as required.
• Review and approve all Accounts Payable.
• Responsible for collection and reporting on Accounts Receivable, including rent statements, work order billings, and utility reimbursements.
• Assist in preparing monthly operating reports, including accruals of invoices, purchase orders, electricity billings, and after-hours HVAC.
• Assist in preparing quarterly reforecasts, including reviewing and commenting on capital and operating budgets.
• Responsible for lease administration, maintaining updated information on lease analysis, documentation, and promptly updating records upon completion of executed lease renewals, amendments, and new leases.
• Assist with preparing the annual capital and operating budget, collecting vendor budgets, projecting costs, revenue projections, and leasing assumptions.
• At year-end and in spring, work with accounting and SPM to formulate Operating Expense estimates and reconciliations for tenant billing.
• Assist in preparing the annual Strategic Asset Plan and budget presentation.
• Provide prompt and professional response to requests from building tenants and walk-ins.
• Nurture and maintain relationships with long-standing service providers at each of the properties.
• Assist in planning tenant relations events in the building as directed by the SPM.

Requirements:

• 3 years in commercial property management
• Strong knowledge of finance and building operations with excellent communication skills.
• Highly proficient in Microsoft Excel, Word, and Outlook, Yardi, MRI, Timberline, Building Engines, and other commercial real estate software programs.
• Bachelor's degree required


Benefits include medical, dental, vision, PTO, and PST.