Assistant Property Manager-Commercial and Retail

JOB TITLE: Assistant Property Manager-Commercial and Retail

DEPARTMENT: Property Management

REPORTS TO: Senior Property Manager / Property Manager

LOCATION: On site-Raleigh, NC

SUMMARY: This position is responsible for assisting the Property Management team in servicing all tenant and property needs of the Company's Commercial and Retail Portfolio.

DUTIES AND RESPONSIBILITIES:

VENDORS

· Responsible for vendor contracts that support the property such as the landscaper, janitorial, security, fire alarm, parking lot sweeper, trash/recycling, pest control and roofing contractor, including identifying needed services, finding vendors, bidding projects and approving final scope of work.

· Performs regular inspections to ensure compliance with specifications and quality assurance.

· Ensures the property vendor contract spreadsheet is updated on a quarterly basis and the certificate of insurance and MSDS sheets are in the file for each vendor.

· Follows up on outstanding work orders with vendors and reports work order timeliness and meeting our service standards.

TENANT RESPONSIBILITIES

· Oversees the emergency planning and response for the property and compliance with all applicable governmental codes and regulations, together with the Property Manager.

· Coordinates all tenant signage and directional signage.

· Assists General Counsel in sending and collecting estoppels and other documents needed or re-financing or sale of a property.

· Coordinates mailbox key distribution, tenant space key distribution and building access using fob system.

· Assists security with property/tenant layout and ER contact info.

· Liaison to tenants regarding back up documentation as needed for operating expense reconciliations.

· Collect of sales reporting from tenants; updating information in software system and lease file.

· Handles tenant calls; coordinate work order requests with Help Desk and Vendors.

· Performs daily follow up calls/emails on work orders for completion with data entered into work order systems.

· Assists in the move in coordination of all tenants.

· Completes space opening/closing forms.

· Assists with creating and updating the Standard Operating Procedures for each property.

· Performs special projects as assigned by Senior Property Manager / Property manager.

LEASE ADMINISTRATION

· Reviews fully executed leases.

· Ensures all welcome letters are submitted to tenant with proper lease terms and rental information.

REPORTING

· Assists the Property Management team with monthly reports to include the general property information, collections and other items assigned by the Senior Property Manager.

· Completes collection reports on the 10th and 20th of each month for the Property Manager.

ACCOUNTING

· Assists in preparation of budgets and monitor expenditures for all service contracts.

· Collects rents and submittal of all late rent letters to tenants and late fees notices.

· Coordinates default and demand letters with in house legal.

· Codes and approves invoices before submittal to Property Manager for final approval and payment.

· Assists Property Manager and Property Accountants with variance reporting for monthly and quarterly property meetings.

· Creates purchase orders and tracking.

· Assists in annual operating expense reconciliations as needed.

· Performs other related duties as assigned by management.

MARKETING

· Assists the Marketing Director where needed with marketing events and Merchant Associations Meetings.

· Assists with annual association meetings as directed by Property Manager.

· Assists with special projects as assigned by Property Manager.

· Assists with maintaining tenant directory of building.

SUPERVISORY RESPONSIBILITIES:

· This job has no supervisory responsibilities.

QUALIFICATIONS:

· High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.

· Computer skills required: Internet Software; Spreadsheet Software (Excel); Word Processing Software (Word); Electronic Mail Software (Outlook);Yardi experience a plus

· Other skills required

• Excellent judgment and discretion; ability to handle multiple priorities simultaneously, meet deadlines, and handle work-related stress with minimal oversight.
• Friendly, courteous, service-oriented, professional, outgoing, and customer service oriented.
• Remain calm and professional in stressful situations.
• Detail oriented while maintaining an extremely positive attitude.
• Must be able to work independently and productively with minimum supervision.
• Recognize problems, identify possible causes and resolve routine problems.
• Team player with a "can do" attitude that can work in a fast-paced environment.
• Ability to establish and maintain professional atmosphere for employees, clients and customers.
• Attention to detail.
• Completes responsibilities correctly and on time.
• Understands business implications of decisions.

COMPETENCIES:

· Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

· Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

· Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

· Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.

· Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

· Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

· Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

· Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

· Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

· Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

· Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: The conditions herein 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 job functions.

· Environment: Standard office setting as well as construction site.

· Physical: Sufficient mobility to work in an office setting; stand or sit for prolonged periods of time; operate office equipment including use of a computer keyboard. Sufficient mobility to work on construction site; stand and walk; Exposure to outdoor elements such as sun, rain, etc. The employee must occasionally lift and/or move more than 10 pounds. Ability to travel and walk all aspects of a shopping center.

· Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents.

· Hearing: Hear in the normal audio range with or without correction.

Job Type: Full-time

Schedule:

• Monday to Friday

Work Location: In person