Commercial Assistant Property Manager

Position Responsibilities:

Customer Connection

• Respond to customer needs for commercial office buildings and coordinate with maintenance staff to resolve problems; Maintain positive relationships and high retention levels with all customers. Respond to customer problems and concerns and inform / engage manager of recurring tenant issues. 
• Support Together We Connect community building events; Participate in the Community Creator Squad as requested; Assist in coordination of community events.
• Coordinate customer move-ins and move-outs, and “walk-through” spaces with customers and project management utilizing Move-In / Move-Out Checklists.

Operational Accuracy

• Monitor all recurring vendor management including service contracts, ongoing service agreements, and bids for expiring contracts; assist with Letter Service Agreements as requested.
• Collect vendor COI’s and processes through Certrax and follow up on expired or deficient COI’s.
• Oversee the parking management including parking billing, parking count, and month-to-month agreements.
• Work closely with the engineering team to monitor and close out office property work orders.

Accounting Support

• Responsible for collection of rent (accounts receivable). Report to manager on possible collection issues and assist with associated forms, notices, legal documentation and communication as outlined in leases and Granite Gold.
• Approve invoices and POs in Nexus accounts payable system.
• Oversee Angus billback and billing verification process; Monitors Enertiv billings and communication.
• As requested, collect gross sales reports and provide to Accounting.
• Support manager in operating expense recovery process (pre-bills, true-ups and BY establishment); responsible for coordinating related tenant correspondence and billings.
• Support manager in planning and budgeting of operating and capital expenditures; Oversee the calculation of all special billings; Assist in preparation of annual budgets, capital reports, reforecasts, variance reports and AR reports.

Building Care

• Attend pre-construction meetings and punch walks at manager's request; coordinate AOP from Lease Administrator through tenant sign-off.
• Perform regular inspections of property; Recommend alterations, maintenance, and reconditioning of property as necessary; Assist manager in bidding or contracting for vendor services and supervise as required.

General

• Assist manager in training of other team members and contracted personnel.
• Participate in civic and/or and business organizations. Attend BOMA or IREM programs and activities.

Essential Functions:

• Ability to consistently apply education, experience and good judgement to the job responsibilities at a consistently high level of performance, both in quantity and quality.
• Ability to consistently and resourcefully handle multiple priorities under rapidly changing circumstances and goals, including within short timelines.
• Ability to consistently, frequently and effectively communicate, coordinate and collaborate with individuals and groups primarily face-to-face, but also by telephone and electronic media.
• Exceptional ability to adapt, to innovate, and to understand and comply with Granite’s policies and culture, along with all applicable laws and the highest ethical standards.
• Ability to concentrate for long periods of time, whether alone or working with people in close proximity to you.
• Ability to consistently attend work and to be punctual at the office.

Role-Based Competencies:  

• Drives Results – Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm; Consistently achieving results, even under tough circumstances
• Customer Focus – Building strong customer relationships and delivering customer-centric solutions; Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
• Cultivate Innovation – Creating new and better ways for the organization to be successful
• Situational Adaptability – Operating effectively, even when things are not certain, or the way forward is not clear; Adapting approach and demeanor in real time to match the shifting demands of different situations
• Courage – Stepping up to address difficult issues, saying what needs to be said; Holding self and others accountable to meet commitments
• Instills Trust – Gaining the confidence and trust of others through honesty, integrity, and authenticity

Qualifications/Requirements:

• Bachelor’s Degree preferred, high school diploma or general education degree (GED) required.
• 2 - 4 years of commercial office property management related experience, preferably class AA. 
• Must have basic knowledge of accounting, budgeting, and finance.
• Coursework toward an RPA and/or CPM designation desired.
• Proficient in Microsoft Office, including Outlook.
• Excellent customer service skills

Physical Requirements:

• Hearing and visual ability to observe and detect and appropriately react to signs of emergency situations.
• Ability to independently move throughout the office and property, and consistently and continuously perform essential job functions.
• Ability to lift and/or move up to 25 pounds.

Travel Required:

• Potentially one time per year, 2-3 days per trip

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Activities, duties, and responsibilities may change at any time with or without notice.