Property Assistant

Company Description

Space Investment Partners is an innovative real estate investment, development, and management firm specializing in multi-family, industrial, and strategically located retail properties. With a focus on both short and long-term capital, the company targets investments ranging from $25 million to $250 million. Space Investment Partners prioritizes value-add and core-plus return profiles, leveraging entrepreneurial approaches to maximize asset potential. The team is dedicated to delivering outstanding value and fostering sustainable growth in the real estate sector.

ASSISTANT PROPERTY MANAGER

Property Management Division

Assistant Property Manager: Retail and Office Investments

Location: Escondido, CA / Southern California

Position Type:            Full-Time, Exempt

Space Investment Partners is a vertically integrated real estate investment firm focused on acquiring, repositioning, and operating high-quality neighborhood and grocery-anchored shopping centers. We are seeking a Property Assistant to assist with property-level operations and management and cross-functional collaboration with the Acquisition and Accounting/Finance departments.

The Assistant Property Manager is responsible for the physical management and administration of lease obligations across an allocated portfolio of retail and office assets. This role supports the Asset Manager in delivering operational excellence, ensuring that all lease administration, financial reporting, and building management activities are executed to the highest standard. The ideal candidate brings strong administrative acumen, a passion for customer service, and the ability to manage multiple priorities in a fast-paced commercial real estate environment.

•  Manage arrears in accordance with delegated authority from the Asset Manager, ensuring timely follow-up and resolution.

• Assist in preparing annual capital expenditure budgets for each property within the portfolio.

• Assist in preparing annual reconciliations of operational expenditure for each property.

• Manage the invoice coding process, obtain all necessary approvals, and liaise with Property Finance to ensure invoices are paid within agreed timeframes.

• Prepare Capex approval forms in accordance with delegated authority and the capital expenditure approval process.

•  Ensure all rent reviews are conducted in accordance with the requirements of the lease.

• Prepare lease approval forms and corresponding lease set-up documentation for all new leases, licenses, renewals, and short-term occupancies.

•  Maintain a current and accurate tenancy schedule for all properties within the MRI platform.

•  Ensure electronic files are kept up to date and accurate at all times.

• Ensure contractors and service providers satisfactorily complete contracted tasks, including responding to inquiries, preparing bids/contracts, obtaining Certificates of Insurance (COI) and lien releases, and ensuring timely payment of all invoices.

• Administer all insurance-related matters, including responding to risk assessment reports, addressing inquiries from the Risk Management Department, and providing all property-related information required for insurance claims.

•  Support capital project management activities for the retail centers as required.

• Develop and maintain strong, productive relationships with tenants, key on-site contacts, and administration representatives to ensure a high level of customer satisfaction.

• Ensure relationships with tenant representatives, resulting in customers being satisfied with both the physical management and lease administration services provided.

• Actively contribute to a team-oriented environment, building consensus and fostering effective working relationships across the business.

• Encourage leadership development and professional growth in team members.

• Demonstrate sound judgment and make well thought through decisions in a timely manner, drawing on analysis, experience, and business recommendations.

• Undertake any other duties as reasonably requested by management.

• Bachelor’s degree in Property, Business, Commerce, or a related discipline; or equivalent professional experience in the industry.

• Demonstrated experience in property administration and/or property management, with a strong preference for candidates with both retail and office experience.

• Building management experience across retail or office assets is highly regarded.

• Experience in capital project management for minor renovations to newly acquired assets is an advantage.

• Proficiency in MRI or a comparable property management platform.

• Sound understanding of all administrative functions required of a Property Assistant specializing in the retail and office sectors.

• Working knowledge of lease structures, rent review, and lease administration processes.

• Familiarity with capital expenditure approval processes and operational expenditure reconciliations.

• Understanding of insurance requirements and risk management processes relevant to commercial property.

• Self-starter with strong verbal and written communication skills.

• Proven ability to identify problems proactively and develop practical solutions.

• Strong ethical principles with respect to financial, legal, and confidentiality matters.

• Ability to manage effectively both upward and downward within the organization.

• Shows initiative in day-to-day task management, continuously seeking to improve efficiency and systems.

• Passion for excellence customer service and a commitment to building long-term relationships.

• Organized and detail-oriented, with the ability to manage competing priorities and meet deadlines.