Commercial Assistant Property Manager

Position Summary: 

This role assists in all administrative and accounting aspects necessary for the efficient operation and management of a portfolio of buildings including tenant/vendor relations, lease administration, accounts payable, accounts receivable, financial reporting and team support.

Essential Duties and Responsibilities: 

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

Property Maintenance and Tenant Interaction:

• Courteously answer incoming calls; handle responses to customer requests and/or complaints; establish and maintain favorable customer relations.
• Maintain and oversee project amenities (if applicable) including, but not limited to, conference center scheduling, fitness center applications, distributing access cards, etc.
• Maintain online work order system by updating tenant information and entering work orders as needed; follow up with tenants and engineers on tenant requests.
• Coordinate moves of tenants in and out of the building.
• Review and send correspondence; rent increase letters, commencement letters, etc. in a timely manner
• Maintain rent roll and lease files in system; review for accuracy monthly.

Property Reporting and Accounting:

• Code and/or approve invoices for payment; obtain/complete and process accounting forms as required (i.e. W-9 form).
• Prepare tenant billings for recurring charges, special work requests, and other charges (i.e. electrical usage, work authorizations, etc.).
• Follow up and expedite collection of all accounts receivable (i.e. rent) as necessary; review charges with tenant when invoice is in dispute or needs clarification.
• Review the aged delinquency report and tenant’s lease for late charge calculations and apply late charges to accounts.
• Assist in the preparation of monthly financial and variance reports.
• Complete monthly accruals.
• Maintain a working knowledge of lease agreements and administration of related documents.
• Prepare and/or assist in annual budget preparation and year-end reconciliations.

Vendor Administration:

• Maintain current certificates of insurance for all tenants and vendors; be the point of contact for outsourced insurance vendors; monitor insurance status regularly to ensure compliance.
• Assist in negotiating, preparation, and maintenance of standard service contracts.
• Management of day-to-day vendor performance; inspect buildings on an ongoing basis to ensure functionality, and oversight of all vendor services including parking garage attendant, security, engineering, and janitorial services. 
• Conduct vendor walks to obtain pricing for various building R&M items.

Other Responsibilities:

• Assist with executing emergency and evacuation procedures (i.e. fire drills). Respond and escalate after-hours emergencies to engineering and Property Manager following building emergency plans.
• Assist with capital projects as needed
• Special projects as requested

Supervisory Responsibilities:

Qualifications: 

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

Experience:

• 2 – 3 years experience in property management of commercial real estate is required.  
• Must have very good oral and written communication skills. 
• Strong customer service skills required.

Education: 

• BA/BS degree preferred. 
• In lieu of a degree, 4 years of relevant experience will be accepted.

Computer Skills:       

• Strong proficiency in Microsoft Word, Excel and Outlook. 
• Competent in accounting systems.
• Ability to use other software programs as required

Certificates or licenses: 

Other Desired Skills and Abilities (preferred):

• Industry specific experience 
• Experience with business and management principles and practices 
• Knowledge of supervisory principles and practices 
• Knowledge of project management principles and practices 

Reasoning Ability:

• Must have the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Salary : $41 - $46