Commercial Assistant Propery Manager

Commercial Assistant Property Manager

Position Title: Assistant Property Manager

Job Status: Exempt, Full time position

Reports to: Sr. Property Manager

Company: Vanderbilt Operating Properties, LLC

Location:  Austin, Texas

Position Overview - The Assistant Property Manager will assist in sustaining a positive tenant relations program. The Assistant Property Manager also has a thorough understanding of (and ability to manage) all external functions and activities that are directly related to enhancing the occupancy, performance and public perception of the properties. This includes co-managing our efforts concerning tenant relations, marketing and leasing, project management and vendor coordination. This position requires a comprehensive marketing and leadership skills as well as negotiating capabilities. This position is also responsible for maintaining and enhancing the Vanderbilt Office Properties brand.

Primary Accountabilities/Responsibilities:

· Co-Supervise and administer all "deal-driven" tenant and landlord construction and CapEx projects for any given fiscal year intended to enhance or maintain occupancy. Utilize the property knowledge to assist tenant coordination with as-built conditions, available utilities, and any known constraints. Review Tenant (or Landlord) work drawings with Building Engineer and Property Manager, including MEP/FP plans, and assist in enforcing landlord-approved plans during tenant build-out.

· Assist in creating, updating, and managing a five-year Capital plan for the property. Administer CapEx requests and annual Capital Plan (large projects) for implementation and completion on time and on budget.

· Assist in creating, supervising, and implementing the marketing and tenant relations programs.

· Assist in the annual capital improvement process as needed, including bidding and supervision of work.

· Inspect vacant units for market readiness before leasing tour, move-in, and inspect for damage after move-out.

· Effectively build and maintain relationships with the internal team and all external contacts, including, but not limited to, vendors, suppliers, tenants, contractors, contracted services, local authorities, local code officials, etc.

· Understand and follow VOP policies for bidding, identify qualified bidders, manage all construction activity to meet plans and specs., and complete on schedule and on budget.

· Understand any existing and new technology integrated during tenant and landlord construction. Ensure these systems are incorporated in the construction process - all BAS systems, including (but not limited to) lighting controls (BMS / EMS), HVAC, fire/life safety alarm systems, irrigation control, vertical transportation, electrical distribution/wiring and lighting, plumbing (interior & exterior).

· Assist with maintaining existing ESG measures as well as implementing new investments to enhance property value.

· Understand scheduling and execute service contracts for preventative maintenance, repairs, services, grounds maintenance, HVAC maintenance, painting, cleaning, and other maintenance that efficiently operates the property.

· Assist with tenant complaints and manage public relations.

· Oversee tenant building maintenance systems (Enertiv & MRI Angus) for work order, badge, and misc. requests.

· Assist with coordinating and presenting the annual budget for Ownership approval and implementing the annual budget.

· Oversee accounts receivable- assisting tenants with billing questions/ledger evaluation, late letters, and late fees, reviewing recurring rent charges/commercial billing, charge uploads, etc.

· Oversee accounts payable - process vendor invoices, collect COI’s and W-9s for Nexus payables setup, follow up on outstanding invoices, budget/expense tracking etc.

· Assist with monthly financial reporting – accruals, credit card coding, budget comparison, executive summary.

· Assist with annual CAM Reconciliations and CAM Estimates.

· Oversee certificate of insurance compliance for accuracy.

· Assist with creative planning, scheduling and executing various tenant events throughout the year.

· Be available via phone after office hours in case of emergencies.

· Perform other duties as assigned.

Requirements for Assistant Property Manager:

· Must have at least 3 years (preferrable 5 ) of experience working as an Assistant Property Manager on a large commercial office building(s).

· At least 1-2 years of project/construction management experience.

· Knowledge of commercial building practices and systems, HVAC, plumbing and electrical systems.

· Must have excellent organizational, analytical, verbal and written communication skills.

· Proven ability to be flexible, prioritize and manage multiple projects, as well as solve problems in a timely manner.

· Excel, Word, and computer skills required.

· Enertiv, MRI Angus, Nexus, Yardi experience a plus.

· RPA designation a plus.

· BA or BS degree required.

· Must possess a current and valid driver’s license.

Salary Range $70,000 - $80,000 (depending on experience)

Additional Compensation: 401K % match, Discretionary Annual Bonus, Cell Phone Reimbursement, Medical, Dental & Vision.