Assistant Property Manager

Description

KG Investment Properties is a regional commercial real estate firm with locations in Washington, Oregon and Northern California. We are seeking an Assistant Property Manager in our San Mateo, CA management office. We offer competitive pay and benefits.

This position supports day to day operations and management of an office and industrial portfolio in the Bay Area. Responsibilities include tenant relations, building operations, vendor management, lease administration and accounting/financial functions. The ideal candidate would be energetic, self-motivated and have superior time management and multi-tasking skills.

Job responsibilities include:

Tenant Relations

• Serve as a professional and courteous point of contact for tenants and assist with service requests.
• Coordinate service calls with building engineers, maintain tenant service logs, follow up with tenants on status of requests and maintenance items and coordinate meetings.
• Respond to tenant requests promptly and assist in answering tenant questions and resolving tenant concerns.
• Assist in cultivating positive tenant relations. Lead monthly/quarterly tenant calls and maintain meeting notes and agendas.
• Spearhead building tenant events throughout the year.
• Maintain online tenant platform.

Insurance

• Review certificates of insurance for vendor and tenants periodically, ensuring compliance with leases and service contracts. Assist Property Administrator on COI questions.

Leasing

• Assist Property Manager with lease documentation and all related correspondence.
• Process new tenant move-ins and move-outs from start to finish.
• Maintain tenant lease files, including documentation related to tenant’s leases.
• Prepare correspondence; lease-related paperwork; take notes at meetings, track, copy and file documents and related functions.
• Assist with marketing activities including creation of collateral materials.
• Monitor and maintain lease documents, track changes, maintain correspondence and leasing files.

Accounting/Financial

• Prepare, issue and track Purchase Orders and Service Agreements.
• Review coded invoices for payment, get proper approvals for those above payment approval threshold. Verify accuracy on General Ledger vs. Budget. Maintain records and filing system.
• Review budget monthly to ensure projects are being completed on time.
• Assist with Accounts Receivable, review monthly rent-up, rent roll, and tenant statements for accuracy, track tenant payments, monitor tenant delinquencies and assist with collection calls as needed.
• Assist with preparation of annual budgets, forecasts, accruals, CAM estimates and reconciliation, and monthly reports.
• Work with Accounting and Property Manager to solidify numbers for amortization, depreciation, capital projects, and accruals.
• Assist Property Manager in completing additional month end reports including Significant Events, Variance Notes, Executive Summaries, Cash Flow Projections, Distributions, and Loan Draw Requests.

Vendor Relations

• Identify and research vendors for specific tasks as needed. Prepare Requests for Proposals and coordinate the vendor selection process including interviews and scoring.
• Prepare vendor contracts with direction.
• Assist in the development, tracking and maintenance of vendor budgets, lists, files, invoices, and contracts.
• Monitor, code and reconcile invoices to the original budget identifying changes in scope and fee.
• Communicate changes in a timely and accurate manner with the person responsible for the contract and accounting.
• Collaborate with building engineers and vendors to resolve any issues.
• Perform periodic property inspections with Property Manager, Building Engineers, and/or vendors.
• Perform monthly walkthroughs of the properties with Landscaping and Janitorial vendors.

Additional duties may be assigned as needed by the manager.

Qualifications

Qualifications include:

• High School Diploma required, minimum two years of college or vocational education required.
• Minimum of two years’ experience in property management, or equivalent industry training.
• Ability to successfully perform multiple tasks, with possibility of interruptions, and to reprioritize work on a regular basis, along with the flexibility to respond to changing needs and requests.
• Ability to set own priorities to manage own time to meet deadlines with little or no supervision.
• Strong verbal and written communication skills. Ability to read, write, and speak English.
• Excellent customer service and interpersonal skills. Professional attitude and appearance.
• Excellent organizational talent with great attention to detail.
• Excellent skills in Excel, Word, Outlook and internet access; familiarity with Windows based software is required.
• Knowledge of MRI, Yardi, Kardin, Angus, Equiem and general accounting and or real estate software a plus.
• General construction knowledge is helpful.

This is a full time position with the hours of 8:00 AM to 5:00 PM Monday – Friday. KG Investment Properties is an equal opportunity employer.