Enriching lives through investment and service is the mission at the core of everything we do at Holladay. The Commercial Assistant Property Manager will support the entire property management team in managing a growing portfolio of commercial real estate in the designated markets in accordance with the company’s mission, vision, and objectives.
Essential Responsibilities include but are not limited to the following :
- Ability to multi-task in a fast-paced environment
- Basic knowledge of service contracts, lease agreements, and financial reporting
- Works to foster positive and effective business relationships
- Ability to communicate effectively both orally and in writing
- Possess strong and effective telephone skills
- Maintain a professional appearance as a company representative
- Professional conduct and judgment while working and during personal hours
- Possess strong organizational skills
- Able to research, analyze and make recommendations on problems that arise
- Ability to professionally resolve issues with disgruntled tenants, customers, and vendors
- Able to comprehend and complete various accounting and P&L reports
- Uphold all policies and laws to protect the company from harm physically or financially
- Able to learn and comprehend different types of software
Tenant Relations :
Interact and correspond with tenants to address problems or complaints, as it relate to janitorial, maintenance, leasing, or accountingLog maintenance work orders; track and follow up with tenant to ensure the issue was resolvedAssist Property Manager(s) in all markets with day-to day operations.Prepare tenant welcome letters and other publications for distribution.Prepare tenant memos, notices and lease correspondenceAssist in the preparation of company and or department social eventsFacility Management :
Maintain building access system, handle tenant request for access cards and keysAssist Property Manager with construction and interact with contractors for the completion of tenant improvement projects. Prepare specs and obtain bids for building improvements Document incidents and make sure report is routed to all partiesAdministrative Responsibilities :
Responsible for administrative tasks including, but not limited to filing documents in cloud-based , mailing notices, ordering uniforms for maintenance and grounds, etc.Assist in preparing vendor contracts. Maintain current vendor list. Obtain current COI, business licenses and W-9 on all Vendors.Mange utility services for each property.Maintain and keep up-to-date tenant contact lists and current (COI’s) certificate of insuranceUpdate web-based program (Yardi) software regularly with current tenant contact information.Maintain web-based program (Yardi) software for building information and preventative maintenance work order system.Financial Reporting :
Manage Accounts Receivables by following up with tenants and customers regarding collection of past due rents and facility services.On a monthly basis, prepare meter readings and tenant bill backs for accountingUse web-based program (Yardi) software to review, post, and bill out preventative maintenance and service requests thru the work order system that is completed on a monthly basis.Qualifications :
College Degree preferred or progressive work experience addition to the qualifications belowFront desk or office management experienceProficient in Microsoft Office Products, Word, Excel and OutlookAbility to prioritize, organize and have productive time management skillsMust have a valid driver’s license and MVR record acceptable to the company’s liability insurance carrierMust not pose a threat to the safety and health of himself / herself or othersAble to read and follow instructions, warnings, procedures, etc.Employee is required to stand, walk, sit, and must occasionally reach, stoop, kneel and crouchClose vision and the ability to adjust focus is requiredWhile performing the duties of this job, the employee is regularly required to speak, see, hear, and handle items and communicate on the phone.Holladay Mission and Values : All associates are expected to live Holladay’s Mission and Values in their everyday interactions with each other, external clients, and stakeholders as defined below :
Mission : Enrich ing lives through investment and serviceENRICH Values :E ntrepreneurial – We are empowered to dream and take risks, to challenge conventional wisdom and demand continuous improvement, to innovate, create, and inspire change.N urture – We encourage and support the growth and development of each other, our clients, and our communities.R espect - We recognize and acknowledge the inherent value of others.I ntegrity – We do the right thing. We exhibit a consistently high moral compass.C ommunity – We are a family. We have fun, serve others, and freely give of our resources. We recognize our responsibility to make our communities and world a better place.H ealth - We support the physical, financial, and professional health and well-being of each other and those we serve.Position Competencies
Attention to Detail : Able to “zoom in” to detail quickly and accurately; checks information, picks up inconsistencies and mistakes; can make detailed comparisons between similar sourcesEffective Communication : Is able to clearly and succinctly communicate in a variety of settings and styles; can get messages across that have the desired effectTask Completion : Responds effectively to clear direction; follows set procedures; solves immediate problems; escalates where appropriate; sees tasks through to completionTime Management : Uses his / her time effectively and efficiently; concentrates his / her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities; effectively prioritizes tasksCompensation :
The Commercial Assistant Property Manager's compensation will be based on experience and qualifications. This range is subject to local, state, and regional dynamics and may be adjusted up or down depending on market conditions.
Supervisory Responsibility :
This position does not have any supervisory responsibilityPromotional Opportunity :
Associates with more than twelve (12) months of service may request consideration to transfer to other jobs as vacancies become available and will be considered along with other applicants. To be considered, Associates must have a satisfactory performance record and have no disciplinary actions during the last twelve (12) months. Management retains the discretion to make exceptions to the policy.
This description is not all-inclusive and duties will vary depending on the specific property being managed.
