Position: Commercial Assistant Property Manager
Supervised by: Senior Property/Property Manager

Summary:
The Assistant Property Manager performs administrative functions to support the management team of a commercial property including financial administration, lease administration, operations, tenant relations, vendor contract administration, operational administration, tenant relations, construction project administration and tenant improvement management. The Assistant Property Manager also has organizational duties such as liaising with tenants, collecting rent, basic bookkeeping, organizing property tours and overseeing facility maintenance.

Essential Responsibilities:
Financial Administration:
• Assist with tenant renewals, expansions and contractions including coordination of move-outs
• Assist with the development and administration of an operating budget and capital improvement budget for the property
• Assist with monitoring expenses and operating within the parameters of the approved budgets and reporting/explaining variances accordingly
• Assist with the daily financial management of the property with specific attention to accounts receivable, accounts payable, and all necessary financial records and files
• Assist with forecasting of income and expenses to ensure adequate cash flow and reserves
• Review and comprehend operating expense reconciliations

Lease Administration:
• Assist with abstracting new leases and/or amendments, which requires the ability to read and interpret lease documents
• Administer all tenant leases and ensure compliance of lease provisions
• Ensure timely collection of all rents
• Advise Senior Property/Property Manager if rent delinquency response is required
• Assist with reconciling, billing, and collecting tenant escalations
• Responsible for obtaining tenant insurance certificates
• Interface and maintain positive relationship with leasing agents and brokers as required

Operations:
• Assist Property Manager with daily operations of the property to assure quality standards are maintained; perform regular property inspections
• Direct maintenance staff on maintenance programs relating to the condition and appearance of the property
• Recommend and/or approve alterations and maintenance as necessary to Property Manager
• Assist with developing and implementing a property manual including security and emergency policies
• Assist with developing weekly/monthly updates, summaries and reports as required for property activities and tenant relations

Tenant Relations:
• Maintain a helpful, courteous, and professional relationship with the tenants and their staff at all times; Use diplomacy in dealing with difficult tenants
• Assist with development and implementation of tenant retention program
• Ensure work orders are completed in a timely and thorough manner
• Coordinate tenant move-ins and move-outs as well as walk spaces with tenants and tenant improvement department

Vendor Contract Administration:
• Select outside contract services, vendors, and negotiate service agreements; Monitor daily vendor performance to assure full compliance with standards within service agreements
• Review and code invoices via AP system in a timely manner
• Ensure vendor compliance with insurance requirements

Construction Project and Tenant Improvement Management:
• Assist Senior Property/Property Manager to oversee construction projects from start to finish including creating and maintaining organized construction files
• Assist with processing capital invoices and draw requests as needed
• Ensure construction management fee is processed and job is closed

Qualifications:
• Minimum of 3 years' experience in commercial property management
• Proficiency in Word, Excel, and Outlook
• Purpose-driven with a sense of urgency
• Excellent written and oral communication skills
• Proficient in MRI and Nexus accounting programs