Job Description

JOB TITLE: Assistant Property Manager

DEPARTMENT: Property Management

REPORTS TO: Property Manager

EMPLOYMENT STATUS: Full-time; Salaried

FLSA: Exempt

JOB SUMMARY:

The Assistant Property Manager position provides high level of support to the Property Manager. This is not strictly an administrative support position. The Assistant Property Manager will be given increasing responsibilities and oversight into all aspects of day-to-day operations of the properties assigned. This position is designed for someone seeking advancement in the Property Management field with a mentoring structured program.

KEY RESPONSIBILITIES:

• Establish and maintain strong and positive relationships with coworkers, client contacts, tenants, vendors, and contractors. Customer service is the highest priority.
• Assist with the execution of the business plan for the portfolio of properties assigned.
• Participate in the annual budget preparation, implementation, and adherence as well as operating expense reconciliations preparation, approvals, and distributions.
• Complete frequent property inspections including common areas, tenant spaces, and vacancies.
• Ensure compliance with lease agreements, regulatory requirements, and management agreement terms for assigned properties.
• Responsible for ensuring property information, lease files, and vendor files are organized and maintained to company standards in conjunction with assistance from support staff.
• Prepare monthly and quarterly operating and financial reports in conjunction with assistance from Accounting and support staff.
• Work closely with Property Accountants to ensure property level transactions are accounted for accurately and variances to budget are fully explained as necessary.
• Assist with AP and AR for assigned properties, including invoice coding and approvals in conjunction with assistance from Accounting and support staff.
• Responsible for maintaining accounts receivables ledgers for assigned properties.
• Responsible for rent collection, managing late fees, and default process in conjunction with assistance from support staff.
• Recommend alterations and/or maintenance of the property and oversee work, as necessary.
• Team member in the operational, capital, and tenant improvement projects.
• Ensure adherence to Property Management Policies and Procedures as well as compliance with codes, regulations, and governmental agency directives.
• Responsible for coordination of tenant relations including tenant events and activities (i.e. fire drills, food trucks, etc.) in conjunction with assistance from support staff.
• Responsible for administering process for tenant move-in and tenant move-out in conjunction with assistance from support staff.
• Responsible for obtaining and maintaining certificates of insurance for tenants and vendors in conjunction with assistance from support staff.
• Bid, negotiate, and manage vendor contracts. Oversee vendor services to ensure compliance with property rules and Riverside standards of operation.
• Responsible for creating, maintaining, and administering preventative maintenance lists books, and proactive management platforms for assigned properties and those of assigned direct reports/team.
• Travel to managed properties as necessary to meet with owners, vendors, tenants, contractors, etc. and to perform property inspections.
• Ensure effective communication flow within the Property Management division as well as with other divisions of the company.
• Partner with marketing and leasing teams to assist in leasing efforts.
• Work closely with and provide direction to assigned building engineer(s) and support staff to ensure operational standards are met.
• Leads by example and is willing to do what they ask of their coworkers.

REQUIRED QUALIFICATIONS:

• 1+ year of experience as an Assistant Property Manager or Property Administrator in the commercial real estate setting.
• Associate or bachelor’s degree is preferred but not required. Equivalent work experience combined with industry education is required.
• Familiarity with and knowledge in the following areas: codes and regulations, all property operations, property management technology, energy management, utility usage, accounting and finance, leasing strategies, contract services and administration, customer relations and customer service, property insurance, emergency procedures and life safety, with working knowledge of engineering, preventative maintenance and building systems (i.e. fire/life safety, access, mechanical, plumbing and electrical).

Proficient in Microsoft Word, Excel, Outlook and database software.

Experience with or ability to quickly learn Real Estate/Property Management Software (Yardi, Avid, Etc.) and with maintenance software (Angus, etc.)

ATTRIBUTES:

• Positive attitude, the ability to communicate effectively with a team, willingness and drive to learn, team-oriented, dependable, organized, assertive, resourceful, production-oriented, strong attention to detail, and multi-tasker.
• Strong desire to learn and grow in the commercial real estate industry.
• Proven history of high level of responsibility, accountability, and strong communication skills.
• Care to make your workplace, team members, and community better from your involvement.

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