Assistant Property Manager

2 months ago

Tampa, United States Stiles Full time

Assists the Property Manager in the day to day operation of the property by providing administrative support and maintaining general knowledge of the overall operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

· Assists and administers lease agreements

· Maintains quality tenant relations and builds positive relationships with tenants via phone or email. Inspect properties when directed by Manager

· Assists with implementation of preventative maintenance programs working with Stiles Maintenance and Contractors

· Collects monthly rent payments, contacts delinquent tenants

· Follows up on all maintenance requests and assists tenants with operation questions and concerns

· Assists in budget preparation, information gathering and data input

· Assists in the preparation of new projects gathering information for operating and start-up budgets

· Completes weekly timesheets

· Completes the monthly reports for the Managers approval. Coordinate with Accounting Department on property accounting issues (i.e., rental charges, invoicing, reconciliation's, tenant billing and invoicing processing)

· Process tenant reimbursements (card applications, invoices, conference room) to accounting and generate individual invoices for each tenant

· Performs vacant space inspections

· Monitor and dispatch maintenance services via Workspeed as necessary and advises manager of work activity

· Complete Welcome Tenant Packages, Rental Commencement Letters and Tenant Space turnover

· Coordinates tenant move-ins and move-outs

· Maintain emergency notification list from tenants and vendors

· Open, date stamp, distribute daily mail

· Order office supplies

· Maintain office equipment leases; coordinate repairs

· Maintain staff meeting minutes

· Maintain inventory lists·

· Maintain filing

· Draft tenant newsletters

· Responsible for maintenance of: Emergency Procedures, Tenant Information Handbook, Standard Operating Procedures Manual, Emergency contact lists (tenant, vendor & staff), Tenant & Vendor Insurance Reports, Tenant Occupational License

· Review for accuracy: Lease Abstracts & Lease Commission invoices & agreements

· Maintains and Reports Risk Management Policies and Incidents

· Verify completeness of property files and property binders

· Maintains good relations with tenants, vendors, and brokers

· Prepare vendor contracts

· Maintain vendors insurance current and consistent with contract requirements

· Maintain vendor information: contract start date, certificate of insurance information, W-9s

· Handle tenant complaints

· Maintain key system logs

· Ensure signage for new tenants is obtained

· Code payables and input for manager’s approval

· Set up and maintain lease and property files

· Maintain tenant insurance current and consistent with lease requirements

· Send and file tenant rent statements monthly

· Initiate tenant lobby events

· Order tenant anniversary lunches/gifts

· Respond to tenant & vendor inquiries

· Maintain and prepare security after hours log

· Maintain tenant conference room reservations

· Maintain and update cleaning log

· Review security log and note items of concern and generate work orders

· Process card access applications and make cards

· Other duties may be assigned which are consistent with the position.


EDUCATION and EXPERIENCE:

Minimum of an Associate’s Degree preferred. 1-3 years experience, preferably with Class A office buildings.

COMPUTER SKILLS:

Proficient in MS Suite, especially Excel (applicants will be tested).

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