The Assistant Property Manager is responsible for assisting the Property Manager and Portfolio Manager in the overall administrative, financial and operational management at Twinbrook/Fishers Lane. Responsibilities include, but are not limited to, invoice management/processing and contract administration in addition to assisting the Property Manager and Portfolio Manager with budgeting and reforecasting, physical inspections, tenant relations, lease administration and accounts receivable. The Assistant Property Manager is responsible for complying with the operational policies and procedures established by JBG SMITH.
The Assistant Property Manager's specific responsibilities and duties under the direction of the Portfolio Manager include, but are not limited to the following:
Establish and maintain excellent relationships with retail and private sector tenants, building owners, leasing representatives, building staff, and visitors. Regularly meet with tenant contacts to ensure expectations are met and issues are addressed in a timely manner.
Oversee the processing of purchasing paperwork, including input of invoices into BizFlow, researching, coding, tracking, contracts and special check requests. Responsible for reviewing and approving invoices up to the limit of authority, under the direction of the Portfolio Manager.
Generate invoices for Tenants Utility and Special Services following specific Vornado invoicing guidelines and tracking those invoices for payment.
Assist in conducting and documenting property inspections.
Assist in managing the automated work ticket system to include entering and closing tickets and preparing reports as requested.
Manage and oversee the receivables collections process, including oversight of the Property Administrator in working closely with the Property Manager, Portfolio Manager, and Lease Administrator in collecting receivables by placing telephone calls and drafting letters, and calculating late fees and interest. Complete internal log notes on all AR activity.
Coordinate Tenant move-ins and move-outs, including monitoring scheduled use of the freight elevator and loading docks via VornadoConnect, coordinating Kastle Systems and cleaning contractors, ordering suite signs and lobby directory signage, arranging or canceling parking privileges, and otherwise promptly assisting Tenants as needed.
Assist Property Manager and Portfolio Manager in the preparation of the annual budget, conducting monthly operations statement reviews, preparing accruals and journal entry requests as needed, drafting the monthly owners report, property overviews, maintaining project lists and variance notes, reviewing of annual reconciliations as requested.
Understand LEED certification requirements and assist with initiatives to make the buildings compliant with LEED as needed. This includes but is not limited to attending LEED meetings, coordinating certain LEED tasks such as soliciting proposals from LEED certified vendors and communicating information about LEED to tenants.
Assist the Portfolio Manager with asset disposition tasks such as completing sales related tasks, auditing tenant and vendor lease files to ensure all information is up to date, answering general questions about the property and arranging and walking on sales tours with potential buyers.
Assist the Property Manager and Portfolio Manager in overseeing service contractor performance, including the oversight of capital expenditure projects, preparation of requests for proposal and contract specifications, analysis of pricing, transition issues and adherence to specifications.
Coordinate with engineering staff to ensure successful delivery of building operations.
Responsible for learning and understanding tenant leases and lease clauses. Clearly understanding the distinctions between office and retail leases. Assist the Property Manager and Portfolio Manager in maintaining tickler system of key expiration/notification dates in lease files.
Responsible for efficient and regular communication to the Property Manager, Portfolio Manager and General Manager regarding property and tenant activities.
Assist Property Manager and Portfolio Manager with special projects as necessary. Should be willing and able to offer assistance to Management Services, the Engineering Team, Leasing and Development where applicable. Complete special projects as assigned.
Perform back-up duties to the Property Manager and Portfolio Manager when those individuals are not in the office. This includes becoming familiar with company emergency policies and procedures and using good judgment in emergency situations.
Preparing incident and theft reports in absence of the Property Manager or Portfolio Manager or as requested by the Property Manager or Portfolio Manager.
Assisting with the collection of Gross Sales Reports from retail tenants.
Promptly answer after hour emergency calls from our Tenant Service Center and respond as needed.
Excellent attendance and punctuality are essential functions of this position.
BA/BS degree preferred plus a minimum of two years progressive experience in commercial real estate management desired.
Real Property Administrator designation or candidacy preferred.
Strong computer skills in MS Office including Microsoft Word and Outlook with advanced capabilities in Microsoft Excel required.
Intermediate capabilities with other Windows programs and the operation of a PC in general. Ability to learn and effectively use internal software packages such as IBS and Bizflow.
Ability to work independently with minimal supervision in highly visible position and to supervise and direct efforts of direct reports.
Ability to regularly and customarily exercise discretion and independent judgment.
Demonstrated effective verbal and written communication skills.
Ability to independently prepare accurate and detailed monthly financial reports.
Strong analytical skills and effective problem solving skills coupled with the ability to work independently and effectively manage concurrent tasks.
Strong organization skills with the ability to use the Smart Step approach to increase efficiency and organization.
Knowledge of building mechanical systems and construction management preferred.
Other Important Attributes:
Composed demeanor, professional appearance, positive attitude and customer-oriented approach are priorities for this position.
Must possess positive interpersonal skills and be able to communicate well and in a positive manner to customers, employees, visitors, and vendors at all times.
Must be a smart, independent worker who exercises good judgment, uses discretion and keeps the process moving forward, all with minimal supervision.
Should be confident, self-directed and motivated, organized, and demonstrate quick turnaround, follow through and follow up.
Must be reliable, dependable with excellent attendance, flexible and versatile.
The ability to work well under pressure.
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions to the extent the Company may do so without undue hardship.
While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel, and talk or hear. The employee is regularly required to reach with hands and arms. The employee is occasionally required to stand, walk, and lift and/or move up to 25 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions to the extent the Company may do so without undue hardship. The noise level in the work environment is usually moderate.
JBG SMITH is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without discrimination on the basis of race, color, religion, sex, national origin, age, veteran status, disability, sexual orientation, genetic information or any other protected class, in accordance with applicable law.
JBG Smith Properties