Assistant Real Estate Manager

Job Scope

This Assistant Real Estate Manager provides support to the Real Estate Manager(s) and performs duties associated with the day-to-day operations of the department. Typical duties include providing customer service, preparing and tracking service and lease contracts, general accounting duties and maintaining various databases. This position constantly strives for improvements in work processes and results to better meet internal and external customer expectations. The annual salary range for this position is $60,000 - $68,000 and is also eligible to participate in the annual discretionary bonus plan. JF Shea offers a competitive benefit package including PTO, paid holidays, medical, vision, 401K, disability, life insurance, discounted apartment (based on availability).

The Assistant Real Estate Manager, as with all Shea team members, is expected to conduct himself/herself in a professional manner that is consistent with Shea Core Values and the Business Ethics, Employee Conduct and Confidentiality policies.

Job Duties

• Answers incoming telephone calls from internal and external customers. Responds to and directs requests as appropriate.

• Opens and distributes mail.

• Enters customer maintenance requests in Yardi and follows up with vendors and customers to ensure thorough customer service.

• Maintains complete and accurate property file records. Sets up new tenant lease files including pre-lease information and distributes lease copies, lease abstracts, updated property rent rolls, work agreements and work letters to appropriate parties. Reviews and updates lease abstracts for completeness and accuracy.

• Maintains plan files.

• Coordinates new tenant set up with accounting.

• Scans/processes tenant rent payments. Sets up tenants in Commercial Café System.

• Assists in the coordination of tenant move in/out procedures, including tenant improvements and work letters. Sends out new tenant welcome letters with emergency contact form. Ensures completion of move in and move out checklists for each tenant. Coordinates transfer of electricity service with Edison for move-outs and move-ins.

• Coordinates Tenant Improvement related functions including invoice tracking, billing for overages, contracts, insurance certificates, building access and tenant coordination.

• Coordinates with property accountant to ensure smooth payment and accounting processes occur. Receives and codes vendor/supplier invoices for accounts payable.

• Assists the Real Estate Manager(s) in minimizing monthly accounts receivable amounts. Coordinates with property accountants to ensure smooth payment and accounting processes occur. Coordinates A/R calls and initiates A/R functions.

• Works directly with Real Estate Manager(s) in bidding process for all service contracts and maintenance work.

• Lead on all tenant correspondence and newsletters. Communicates all issues pertaining to the properties in a timely and professional matter.

• Works with Real Estate Manager(s) to transition new projects from development to operating properties, or assists with dispositions, if any.

• Updates and maintains vendor lists, tenant lists, tenant certificates of insurance in company tracking system, and property key control system.

• Maintains and updates property security access program with door hours of operation and access control for tenants including gate codes for tenants/vendors.

• Assists Real Estate Manager(s) in preparation of annual budgets, strategic plans, reconciliation of expenses, monthly sales reports, customer surveys, and measurements.

• Leads the administration of leases, tenant and landlord responsibilities, and tenant default actions. Performs prospective tenant due diligence data collection pertaining to finances, landlord references, and other related documents.

• Participates in, and provides support for, weekly and monthly staff meetings.

• As directed, prepares written correspondence for Real Estate Manager.

• Prepares vendor service contracts.

• Assists Real Estate Manager(s) in organizing, promoting and executing tenant functions and marketing event promotions at the properties.

• Participates in property inspections.

• Acts on behalf of Real Estate Manager(s), in their absence, as needed.

• Performs other related duties as assigned.

Technical/Professional Knowledge (Knowledge/Skills, Education, and Experience)

• Effective written and oral communication skills; gives clear direction and responds to inquiries.

• Basic understanding of accounting principles and budget process.

• Provides exceptional customer service.

• Manages projects through planning, organizing, and coordinating tasks.

• Negotiates and resolves conflicts.

• Time management and organization skills.

• Proficient with Microsoft Office products (Word/Excel/Outlook), Yardi preferred.

• Bachelors' Degree (BA/BS) or equivalent.

• Minimum 2 years previous experience as a property management assistant.

Work Environment

The Assistant Real Estate Manager works in a professional office environment and interfaces with external/internal customers, tenants, and vendors on a regular basis. Hours are usually Monday through Friday from 8 a.m. - 5 p.m. However, the Assistant Real Estate Manager should be flexible with availability depending on the needs of the department, including being on call for after-hours emergencies.

Physical Requirements

While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands, reach with hands and arms, stoop, kneel, talk, hear, and use a telephone and personal computer. May be required to lift and/or move up to 25 pounds. Must be able to occasionally drive during the course of work.

Shea Properties is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

EOE/M/F/D/V