Job Description Summary

The Assistant Property Manager is responsible for assisting in all areas defined as part of the Assistant Property Manager job description and performing property manager job duties if there is no property administrator role on the team. The Assistant Property Manager will ensure high professionalism and foster positive relationships with tenants and clients.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Provide full administrative support, including phone support, typing, reports, filing and distribution of correspondence. Coordinate office supplies in the absence of a property manager.
• Assist in lease administration activities, including abstracting leases and keeping our database current, Managing and conducting tours, and executing leases.
• Ensure all property files are prepared and maintained in an orderly and logical manner, including leases and contracts.
• Prepare and coordinate bid proposals and service contracts
• Obtain aging report for management and follow up on all delinquencies, utilizing Navarino policies
• Ensure invoices are processed in accounting with appropriate backup and according to established procedures
• Coordinate tenant move-ins and move-outs, including furniture delivery and pick up
• Oversee maintenance of work orders and purchase order systems
• Responsible for developing and maintaining a comprehensive Tenant Service Package, including tenant handbooks, tenant anniversaries, holiday gifts, park events, quarterly newsletters, and training meetings or programs for tenants. Also responsible for ensuring tenant information within database is current and up-to-date
• Update and maintain office procedures in the property Operation’s Procedure Manual under direction of the manager
• Ensure Certificates of Insurance for tenants and vendors are up to date
• Oversee the processing of management and maintenance staff hours, expense reports, check requests for review and approval
• Ensure that above standard tenant bill-backs for electrical usage, after hours HVAC, and other similar charges are processed in a timely manner
• Assist supervisor with aspects of annual budgets preparation and monthly financial reports, as well as preparation of bank deposits if processed at on site management office
• Responsible for leading regular inspections of properties with janitorial and landscape providers and any other service provider as directed by the manager
• Participates in performance oversight of all service contractors who perform contract services

KEY COMPETENCIES
1. Customer Service Focus
2. Organization skills
3. Time Management skills
4. Communication Proficiency (oral and written)
5. Initiative
6. Multi-Tasking
7. Sense of Urgency

IMPORTANT EDUCATION

• High school diploma/GED equivalent; Bachelor’s Degree preferred

IMPORTANT EXPERIENCE

• At least 1 year of real estate property management or related experience

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Proficiency in Microsoft Office Suite
• Demonstrates initiative and reflects a sense of urgency in daily duties by meeting or improving upon deadlines.
• Proficiency with Rent Manager system