Assistant Property Manager

Job Description: Assistant Property Manager

Overview
The Assistant Property Manager position supports and assists in the management of commercial real estate.  The Assistant Property Manager assists the Property Manager and Director of Property Management in all aspects of day-to-day operations of the property, including accounting, tenant relations, maintenance and repair, security, janitorial services, landscaping, etc. The Assistant Property Manager handles tenant complaints and service requests, and must be familiar with the terms of tenant leases.

Skills, Knowledge and Personal Characteristics
The following attributes are desirable for job success: exceptional communication and organizational skills; detail oriented; customer service experience; ability to work under pressure; self- motivated and self-directed; ability to assert oneself; exemplary time management skills; ability to work with staff in solving problems and ability to take direction and function as part of a team.

Specific Duties

• Provide excellent tenant service. Respond to tenant requests/problems in a timely and courteous manner, and generate work orders directed to vendors or maintenance staff. Follow-up with the tenant to ensure satisfactory resolution of the issue. Ensure that there is 24-hour emergency coverage for the property at all times.
• Assists with inspections and monitoring work orders.
• Ensure that property and lease files are properly maintained and kept up to date in accordance with company policy. Prepare and maintain appropriate tenant lease files, records, correspondence and file notes—paper (historically) and electronic (going forward).
• Assist with administering tenant occupancy including providing the new tenant with an introduction letter regarding emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures.
• Prepare memos, emails, maintain files, and other administrative forms, copying, and arrange for courier service and overnight deliveries
• Coordinate production and ordering of signs, tenant identification, etc.
• Assist in preparation of transaction related documents.
• Maintain contact and other databases for company.
• Coordinate regular inventories of all business property.
• Obtain estimates/bids for repairs at the property. Generate and track Service Orders, approvals and distribution.
• Sort, code and ensure accuracy and compliance with contracts of all property related invoices.
• Coordinate and schedule appointments, on-site & off-site meetings and conference calls.
• Collect and organize all property information in a format for quick reference.
• Verify in detail all invoice amounts and information with approved Service Orders or Contracts.
• Investigate cost reduction opportunities.
• Manage parking passes, and parking counts for all leases.
• Supervise company handyman and parking attendants.

Scope of Responsibility and Authority
The Assistant Property Manager is charged with supporting management’s efforts in the day-to-day implementation of policies, procedures and programs that will assure well-managed, well maintained buildings, placing maximum emphasis on positive responses to the concerns and needs of the tenants, environmental health and safety, and quality programs in coordination and conjunction with the ownership's goals and objectives. These responsibilities include being on-call 24 hours, managing and delegating maintenance staff and contractors.    

Other Requirements  

• Bachelor’s Degree from four-year College or University
• Please submit cover letter along with resume.
• Strong working knowledge of MS Word, PowerPoint, Outlook, and Excel.
• 2+ years of directly relevant Commercial Real Estate Property Management experience.
• Honesty and commitment to task accomplishment are necessary.
• Consistent, positive, "can-do" attitude -- able to do whatever it takes to get the job done exceptionally well.
• Effectively prioritize and multi-task.
• Excellent people skills.
• Ability to effectively communicate both orally and in writing with peers, managers and clients.
• Proactive, initiate follow-through.
• Knowledge of Excel and Word a MUST; knowledge of Yardi Voyager software a significant plus;

 Miscellaneous
The qualification requirements, physical demands and work environment characteristics described in this job description are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. This job description in no way states or implies that the essential duties described are the only responsibilities. The employee is required to follow any other instruction and to perform any other work duties at the request of the supervisor or other management personnel.