Assistant Property Mgr

Position Responsibilities:

• Responds to customer needs for commercial office buildings and coordinates with maintenance staff to resolve problems. Maintains positive relationships and high retention levels with all customers. Responds to customer problems and concerns; and informs/engages Property Manager (PM) or Senior Property Manager (SPM) with recurring tenant issues. 
• Supports PM/SPM in planning, budgeting of operating and capital expenditures. Oversees the calculation of all special billings.  Assists in the preparation of annual budgets, capital reports, reforecasts, variance reports, and AR reports. 
• Assist PM/SPM in the preparation of the monthly reporting package/financial reports according to owner and/or partner needs.
• Assists PM/SPM in training of other team members and contracted personnel.
• Performs regular inspections of property. Recommends alterations, maintenance, and reconditioning of property as necessary. 
• Assists PM/SPM in bidding or contracting for vendor services and supervises as required.
• Responsible for all vendor management including service contracts, letter agreements, ongoing service agreements and bids for expiring contracts.
• Coordinates customer move-ins and move-outs, and “walk-through” spaces with customers and project management, utilizing Move-In/Move-Out Checklists.
• Attends pre-construction meetings and punch walks at PM/SPM request; coordinates AOP from Lease Administrator through tenant sign-off.
• Supports PM/SPM in operating expense recovery process (pre-bills, true-ups and BY establishment); responsible for coordinating related tenant correspondence and billings.
• Responsible for collection of rent (accounts receivable). Reports to PM/SPM on possible collection issues and assists with associated forms, notices, legal documentation, and communication as outlined in leases and Granite Gold.
• Approves invoices and POs in Nexus accounts payable system.
• Oversees the parking management including parking billing, parking count and month-to-month agreements.

• Oversees collection of vendor COI’s and processes through insurance compliance software, Certrax, and follows up on expired or deficient COI’s.
• Processes and handles Angus billbacks and billing verification, monitors utility billings through Enertiv and communication.
• Work closely with the CRC/PA and engineering team to monitor and close out office property work orders.
• Maintains a very positive relationship and high retention levels with all of our customers. 
• Participates in the Community Creator Squad and assist in coordination of community events.

• Assists in the training, supervision, and action of staff under the property emergency response program.
• Assists with evacuation drills and response to any emergency, including after hours as needed to secure, protect and arrange repairs under emergency conditions.
• Participates in civic and/or and business organizations. Attends BOMA or IREM programs and activities.

• Ad hoc responsibilities as assigned.

Essential Functions:

• Ability to consistently apply education, experience and good judgement to the job responsibilities at a consistently high level of performance, both in quantity and quality.
• Ability to consistently and resourcefully handle multiple priorities under rapidly changing circumstances and goals, including within short timelines.
• Ability to consistently, frequently and effectively communicate, coordinate and collaborate with individuals and groups primarily face-to-face, but also by telephone and electronic media.
• Exceptional ability to adapt, to innovate, and to understand and comply with Granite’s policies and culture, along with all applicable laws and the highest ethical standards.
• Ability to concentrate for long periods of time, whether alone or working with people in close proximity to you.
• Ability to consistently attend work and to be punctual at the office.

Role-Based Competencies:  

• Drives Results – taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm; Consistently achieving results, even under tough circumstances
• Customer Focus – Building strong customer relationships and delivering customer-centric solutions; Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
• Cultivate Innovation – Creating new and better ways for the organization to be successful
• Situational Adaptability – Operating effectively, even when things are not certain or the way forward is clear; Adapting approach and demeanor in real time to match the shifting demands of different situations
• Technical Acumen – Understanding the purpose and basic processes of their assigned functional area

Qualifications/Requirements:

• Bachelor’s Degree preferred.
• Minimum 3 - 5 years of commercial office property management related experience.
• Must have basic knowledge of accounting, budgeting, and finance.
• Coursework towards an RPA and/or CPM designation desired.
• Proficient use of Microsoft Office suite (including Word, Excel, PowerPoint, and Outlook), property management software, web-based software systems, and electronic file organization in a shared server environment is required.

Physical Requirements:

• Hearing and visual ability to observe and detect and appropriately react to signs of emergency situations.
• Ability to independently move throughout the office and property, and consistently and continuously perform essential job functions.
• Ability to lift and/or move up to 25 pounds.

Travel Required:

Minimal travel, up to 5%.