Assistant Property Manager - Class A Commercial

Description

SUMMARY: The Assistant Property Manager supports the Property Manager in overseeing a property (or group of properties) and fulfilling the obligations outlined in the management agreement. Key responsibilities include budget development, preparation of monthly operating reports, tenant billings, rent collection, processing of payables, and lease administration. The role requires exceptional customer service when communicating with tenants, prospective tenants, owners, and vendors, with a focus on productivity and results.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist in managing daily operations and activities for a property or group of properties.

• Handle all lease administration duties.

• Supervise vendors (landscaping, janitorial, etc.) and maintenance staff.

• Perform regular property inspections, complete inspection reports, and recommend necessary maintenance or alterations.

• Support the development and control of operating and capital budgets.

• Coordinate tenant improvements and capital projects with the Property Manager.

• Respond promptly to tenant needs, ensuring administrative and technical staff resolve issues efficiently.

• Represent and communicate clearly and accurately on behalf of the Property Manager in person, over the phone, and in writing.

• Execute day-to-day operational procedures.

• Administer necessary services to maintain and enhance the value, efficiency, and appearance of the property.

• Prepare service and construction agreement documents.

• Track and maintain accurate Energy Star benchmarking data.

• Conduct tenant training meetings to improve building efficiencies.

• Maintain ongoing tenant relations to assess and resolve issues.

• Implement and monitor tenant needs assessments.

• Manage escalations, reconciliations, and rent collections promptly.

• Ensure all tenants and vendors have current certificates of insurance in compliance with lease or service agreements.

• Show spaces to prospective tenants (real estate license required where applicable).

• Communicate with project accounting personnel, providing necessary documentation.

• Prepare monthly or quarterly ownership reports, including variance reports, executive summaries, and aging reports.

• Coordinate financial transactions, including accounts receivables, payables, and rent collections.

• Perform miscellaneous duties or projects as assigned by the Property Manager.

EDUCATION AND REQUIRED EXPERIENCE:

• Bachelor's degree in Business Management, Finance, Accounting, or a related discipline.

• BOMA or IREM designation in progress preferred.

• Real Estate License required where applicable by state law.

• Minimum of 3 years of property management experience, preferably in commercial/Class A office management.

SKILLS, QUALIFICATIONS, AND OTHER REQUIREMENTS:

• Proficiency in MS 365 Word, Excel, and Outlook (intermediate to advanced).

• Preferred proficiency in VTS Rise and accounting software such as MRI, Yardi, or CTI.

• Ability to maintain strict confidentiality.

• Strong entrepreneurial spirit and desire to succeed.

• Ability to manage multiple projects, changing priorities, and a heavy workload.

• Exceptional oral and written communication skills.

• Strong customer service orientation.