Assistant Property Manager

The Assistant Property Manager (APM) plays a vital role in overseeing the day-to-day operations of specific properties under management. Working closely with the Property or General Manager (PM or GM), the APM serves as the professional-in-charge in the absence of the PM or GM.

Overall, the APM's role is pivotal in ensuring the effective management of properties, meeting financial objectives, and providing excellent service to clients and tenants.

This position is on-site. Local market requirements may vary.

WHAT YOU’LL BE DOING

ACCOUNTING

• Collaborating in the completion of the annual budget, income and expense, and capital improvement plan.
• Reviewing and approving accounts payable, ensuring accurate coding and property allocations.
• Reviewing aged delinquency report and communicate with Client Accounting Services to ensure all balances are paid and applied correctly.
• Preparing or/and reviewing adjustments to tenant billing process.
• Assisting with preparation and submission of monthly financial reports, ensuring deadlines are met.
• Preparing and submitting monthly accruals and provide variance explanations.
• Reviewing CAM reconciliations and ensuring proper mailing of year-end reconciliations.
• Tracking real estate tax due dates, process and mail checks, and follow up on payments.
• Ensuring all property files comply with JLL's audit requirements.

OPERATIONS

• Maintaining compliance level of JLL management audit and prepare files and records for the audit annually.
• Implementing strategic plan and annual budgets, in conjunction with PM or GM
• Assisting engineering staff in preparing the JLL Operations Audit.
• Reviewing new leases and write lease abstracts, submitting them to Accounting.
• Coordinating employee assignments with the Chief Engineer and obtain bids from outside contractors for additional work.
• Ensuring emergency evacuation procedures are updated and life safety systems are functioning properly.
• Assembling and analyzing contract bids and submit recommendations and contract agreements for execution.
• Supporting contract administration processes, including drafting contracts, scopes of work, and following up with vendors.
• Preparing and/or reviewing annual jurisdictional forms and filings.
• Maintaining regular communication with the property team, offering necessary support and information.
• Preparing and/or review financial statements and reports on office building status, such as occupancy rates and lease expiration dates.
• Overseeing and developing of other property team members, if required

TENANT / CLIENT RELATIONS

• Providing excellent customer service to tenants, clients, contractors, and vendors.
• Preparing tenant memos and correspondence as instructed by Managers.
• Assisting in planning annual safety warden meetings with PM, GM, and Engineering staff.
• Coordinating tenant move-ins/move-outs, including necessary authorizations and insurance certificates.
• Distributing annual tenant surveys and handle follow-up as needed.

WHAT YOU BRING TO THE TABLE

• Bachelor's degree in a related field.
• 2-3 years of experience working in a commercial property management team.
• Real Estate License is required or must be obtained within 1 year from the date of hire.
• Experience in preparing budgets, CAM reconciliations, and other financial reports.
• Proficiency in using property management accounting platforms such as Yardi, Kardin, or MRI.
• Excellent presentation skills, able to effectively communicate with senior-level management, clients, tenants, vendors, peers, and the public.
• Strong analytical skills, with the ability to interpret and explain financial statements and calculate variances.
• Problem-solving skills, able to handle practical tasks and adapt to situations with limited standardization.
• Clear and succinct written and oral communication abilities in various settings and styles.
• Strategic thinker with a focus on implementation.
• Quick learner, open to change and new challenges.
• Strong time management skills, capable of managing multiple projects simultaneously and working under pressure.
• Attention to detail, thorough in task completion and ensuring accuracy.
• Ability to read and interpret documents such as safety rules, equipment manuals, and procedure guidelines.
• Ability to work autonomously as well as collaboratively within a team.
• Strong interpersonal skills and the ability to work effectively with coworkers and clients at all levels.
• Problem-solving abilities, able to handle practical issues and adapt to varying circumstances.