ASSISTANT PROPERTY MANAGER

Reports To: Property Manager

Job Status: Exempt

SUMMARY:

The primary responsibilities of the Assistant Property Manager includes overseeing all plant maintenance and security functions.

Essential duties and responsibilities include the following. Other duties may be assigned.

I. ADMINISTRATIVE AND FINANCIAL

A. Administrative:

• Review new and existing leases, abstract as needed, enter approved abstract into Yardi accounting system.
• Enter same detail within budgeting software on regular basis.
• Read appropriate sections of the Lease relating to the repairs and maintenance of the tenant’s suite and ensure all obligations are met.
• Maintain and update procedures for emergencies, fire, bomb threat, power failure, etc.

B. Accounting:

• Assist in accounts payable process.
• Review invoices for coding and verification.
• Assist in cash deposit process.
• Prepare aged account receivable reports for Property Management review.
• Assist in year-end preparation and annual Tenant reconciliation process for the property.

C. Insurance:

• Administer all insurance claims.
• Bring all insurance related matters to the Property Manager.
• Complete Property Management Incident Reports

D. Reporting:

• Assist Property Manager with preparation of Monthly, Quarterly Reports and Annual Budgets.

II. SECURITY (Optional)

• Implement an adequate security system for the building, the tenants and the property.
• Implement surveillance measures for guards and building personnel to maintain security both inside and outside the building.
• Ensure Security Supervisor maintains an up-to-date post orders book.

III. TENANTS MOVE-INS & MOVE-OUTS

A. Supervise and work with ZRG or Ownership, Construction Manager and Contractors.

• See that proper locks, keys, directory listing, signs, etc. are ordered.
• Consult with Leasing Manager/Ownership for move-in dates and/or changes and ensure that all necessary Insurance Certificates are filed.
• Complete Tenant Estoppel upon move-in.

B. Aid tenant moves whenever possible.

• Inform security of moving dates; make sure freight elevator is available.
• Review move in package and rules & regulations. Update as needed and distribute.

C. Inspect tenant areas with Tenant Services Coordinator before move-outs to verify that space is in good condition with only normal wear and tear.

IV. JANITORIAL

• Maintain and update an effective cleaning program to maintain a first class building/property.
• Regularly inspect public areas, tenant space and windows.
• Keep records of irregularities and personnel performance and review regularly.
• Review daily with janitorial supervisor and approve permanent changes as submitted by janitorial contractor.
• Coordinate tenant move-ins with janitorial supervisor to ensure that tenant spaces are cleaned for occupancy.
• Maintain daily communications with janitorial supervisor.
• Supply contractor with monthly square footage changes of vacancies and move-ins as obtained from Vacant Suite Status Report and approved by Facility Manager
• Review janitorial contractor specifications and procedures when necessary.
• Check Log book daily.
• Supervise in-house janitorial supervisor and personnel daily.
• Create emergency clean-up procedures for flood, fire, civil disorder. etc. and review with the janitorial staff.

V. ENGINEERING

• In conjunction with the Chief Engineer, maintain and update the Angus Property Management System to track the maintenance of building facilities and equipment. Utilize the Preventive Maintenance Inspection Form to conduct annual inspection prior to Budget preparation.
• Evaluate all proposals for repair and maintenance and submit to Property Manager with recommendations for approval.
• Work with Property Manager, Chief Engineer and Consultants to effectively maintain the property’s sustainability program.

VI. CONTRACTS

• Supervise all contractors performing work under maintenance or service contracts.
• Read and administer all service contracts and evaluate annually for cost effectiveness in the current market conditions.

VII.TENANT RELATIONS

Implement ZRG initiative and program relative to the tenant relations program.

Ensure all tenant requests/complaints are handled in a timely manner and properly followed through.

Review annual Tenant satisfaction survey and respond appropriately, and complete an Action Plan.

Other responsibilities/duties as assigned by Property Manager.

Requirements:

To perform this job successfully, an individual must be able to perform each essential duties satisfactorily. The requirements listed below are representative of the knowledge. skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s degree (B.A.) from a four-year college or university; or four to five years related experience or training; or equivalent combination of education and experience.
• Customer service oriented.
• Good financial aptitude.
• Ability to understand the mechanical systems of a building.
• Strong oral and written communication skills.
• Ability to supervise office and operation staff.

Physical Demands:

The physical demands 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.

While performing the duties of the job, the employee is regularly required to talk, hear, stand, sit, walk, use hands and fingers to handle or feel objects, operate tools or controls, operate office equipment and reach with hands and arms. The employee may occasionally lift and/or move up to 10 pounds.