What are the responsibilities and job description for the Assistant Property Manager position at Confidential Real Estate?
Key responsibilities
1 | Portfolio and property financials
- Support the preparation of property-level annual budgets in partnership with Finance and other internal stakeholders.
- Produce monthly and quarterly, institutional-grade property and portfolio reporting packages for investors
2 | Operational execution and oversight
- Support best-in-class day-to-day management of assigned assets, ensuring alignment with Property Management Agreements (PMAs), lender requirements, and local regulations, including:
- Tracking and supporting compliance with real estate tax obligations, loan covenants, insurance policies, and other external requirements.
- Fulfilling properties’ operational responsibilities (e.g., utilities, building access, management hours, document retention, branding, COIs, security, engineering/maintenance) in accordance with property management agreements (PMA) and local regulation
- Assisting with the planning, budgeting, and execution of capital improvement projects and tenant improvements, including vendor coordination and timeline tracking.
- Administering leasing workflows, including file maintenance, coordination of move-ins/move-outs, and support for broker/tenant communications as needed.
- Supporting accounts receivable processes, including rent collection, property management fee billing, delinquency follow-up, and CAM reconciliations.
- Managing accounts payable workflows for assigned properties, including invoice intake, review for completeness, coding, posting in the property management system, and coordination of approvals and payments.
- Supporting vendor procurement and oversight, including sourcing, bid comparisons, negotiation support, performance tracking, compliance monitoring (e.g., COIs), and ensuring timely payments.
- Assisting with the submission, tracking, and resolution of insurance claims.
- Performing other duties required under the PMA and applicable regulatory requirements.
3 | Stakeholder Communication & Administration
- Maintain professional, timely communications with tenants, clients, brokers, contractors, and legal counsel.
- Coordinate documentation workflows between internal teams and external stakeholders, ensuring accuracy, and version control.
- Support negotiation and approval processes by preparing supporting documentation, tracking open items, and coordinating internal sign-offs.
- Prepare concise meeting summaries for investors and third parties, documenting decisions, action items, owners, and deadlines to ensure follow-through.
- Represent the company with a consistently professional presence, both in person and online.