Commercial Property Manager Assistant

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 successful fiscal and real property management of the building.

• Prepare monthly and annual financial reporting packages
• Project manage above standard work for tenants including suite improvements and maintenance
• Evaluate and maintain relationships with building vendors for high-quality work and service

Responsibilities

The primary responsibilities of the Commercial Assistant Property Manager include:

• Scheduling 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
• Providing assistance in all matters of security and life safety
• Coordinating annual building fire and earthquake drills and assisting in the development and implementation of Floor Warden and Emergency Response Team Programs
• Scheduling testing of the building's fire alarm systems and devices and working closely with outside service provider and Chief Engineer to ensure necessary repairs are made
• Coordinating building maintenance and improvement projects under the direction of the SPM
• Assisting the SPM in facilitating tenant improvement projects and work to be performed by outside contractors
• Performing monthly property inspections, completing inspection reports, and submitting them to the SPM
• Independently coordinating associated repair and maintenance items in keeping with budgetary requirements while upholding a Class-A image of the property
• Administering tenant move-in/outs in keeping with building policies and procedures
• Coordinating services with tenant contacts and building service providers
• Overseeing elevator services and working closely with elevator technicians to ensure timely completion of maintenance requests
• Distributing annual asbestos notices to building tenants per the building ACM plan
• Being available out of business hours to provide support and direction at the property as needed
• Supporting the SPM in all aspects of property management
• Submitting all outside contractor and vendor work estimates and proposals to the SPM for approval
• Working closely with the Tenant Services Administrator to ensure creation and distribution of Purchase Orders
• Positively and professionally responding to inquiries from walk-ins, tenants, and vendors
• Answering incoming phone calls and routing appropriately
• Developing and distributing tenant notices and building operations correspondence to tenant office managers as required
• Reviewing and approving all Accounts Payable
• Responsible for collection and reporting on Accounts Receivable
• Assisting in preparing monthly operating reports by working with the Property Accountant on accruals of invoices, purchase orders, electricity billings, and after-hours HVAC
• Assisting in preparing quarterly reforecasts including but not limited to reviewing and commenting on capital and operating budgets
• Responsible for lease administration under the direction of the SPM
• Maintaining updated information on lease analysis, documentation, and promptly updating records upon completion of executed lease renewals, amendments, and new leases
• Assisting with preparing the annual capital and operating budget
• At year-end and in spring, working with accounting and the SPM in formulating Operating Expense estimates and reconciliations for tenant billing
• Reviewing and using Excel to compute the Operating Expense estimates and reconciliations for upcoming new year and prior year charges for each lease and compiling letters to the tenants
• Assisting in preparing the annual Strategic Asset Plan and budget presentation
• At all times providing prompt and professional response to requests from building tenants and walk-ins
• Nurturing and maintaining relationships with long-standing service providers at each of the properties
• Assisting in the planning of tenant relations events in the building as directed by the SPM