What are the responsibilities and job description for the Assistant Property Manager position at Ada Brand?
Basic Function: The Assistant Manager of Property Management is an internal and external specialist responsible for supporting the Property Manager in planning, coordinating, and directing activities involving the management and maintenance of agency properties including property records maintenance. Properties include all owned and leased buildings and equipment. The individual is responsible for administrating property-related procurement activities for internal and external customer base and the five legal entities and 26 property locations.
Reporting Relationship:
Reports To: Property Manager
Supervises: None
Principal Duties/Responsibilities:
- The ideal candidate will be organized and motivated with high energy and a strong work ethic.
- Perform annual evaluation and recommendation on all owned and leased properties.
- Assist the Property Manager in managing the process of obtaining and evaluating bids for outside contract maintenance, facility repairs, and facility security work.
- Assist the Property Manager in investigating property maintenance-related problems and seek, as necessary, outside consultation to provide solutions.
- Assist the Property Manager in recommending purchases of replacement equipment and supplies designed to minimize maintenance costs.
- Ensures properties conform to federal, state, and local fire protection, safety, zoning, licensing certification, and environmental regulations.
- Compiles the Agency’s physical inventory and maintains an inventory of Administrative Office supplies and equipment. Purchase supplies and equipment within budgetary constraints.
- Ensures that all office equipment is properly maintained, covered by service maintenance agreements, and serviced regularly.
- Visits all sites to assess properties' physical state and monitor completed projects for completeness and quality of work.
- Directs facility personnel with property concerns and provides or arranges maintenance training for staff as needed.
- Coordinates with the Agency’s risk and loss function to ensure that property and liability coverage is adequate regarding organization policies.
- Monthly Reporting
- Performs other related duties as assigned.
- Non-essential duties
Requirements:
- Bachelor’s degree in business administration, related field, or facilities management certification
- 5 or more years of related experience and/or training in property management or an equivalent combination of education and experience.
- Working knowledge of applicable federal, state, and local laws and regulations and generally accepted purchasing and contract management practices.
- Access to transportation and a valid driver’s license and motor vehicle report acceptable to the Agency’s insurance broker.
Skills, Knowledge, and Abilities:
- Ability to communicate effectively, both orally and in writing. Exhibits accuracy when working with details.
- Ability to develop, recommend and implement effective and defensible measures to achieve organization property goals as directed.
- Ability to establish and maintain effective working relationships with managers and contractors.
- Ability to effectively present technical, budgetary or cost information and respond appropriately to questions.
- Ability to multi-task with excellent time management skills.
- Computer skills required.
Mental/Physical Demands: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from employees, managers, contractors, and board members.
Work Environment: While performing the duties of this job, the employee is frequently exposed to outside weather conditions, when traveling to and from property sites. The noise level in the work environment can be loud.
This description documents the general contents and requirements of the job. It is not to be construed as an exhausted statement of duties, responsibilities, or requirements. The principal duties and responsibilities shown are all essential job functions except for those indicated with an asterisk (*). The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
