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Artthaus Studios Assistant Property Manager

4 months ago

Oakland, United States Riaz Capital Full time

Overview

As the Assistant Property Manager at Artthaus Studios, you will play a pivotal role in the vibrant heart of our creative business community. Your involvement will span across critical areas including leasing, operations, and financial management. You'll cultivate and maintain meaningful relationships with our tenants, ensuring their daily experience is nothing short of excellent. At Artthaus Studios, we are committed to not just meeting, but exceeding the expectations of our members, vendors, and guests. You will be instrumental in delivering unparalleled customer service, tailored to the unique needs of our community, while driving operational excellence in every facet of our dynamic environment.


Primary Responsibilities


Customer Service and Communications:

  • Member, Guest, and Vendor Reception: Welcome and manage the check-in and check-out processes for Artthaus Studios members, guests, and vendors, ensuring a warm and professional greeting.
  • Communication Management: Efficiently handle incoming phone calls and inquiries, and provide the Artthaus Studios team with detailed summaries of all messages.
  • Information Assistance: Respond to direct questions from members and guests at the facility, and direct them to additional resources when necessary.


Leasing:

  • Promptly Responding to Inquiries: Engage with all leads swiftly and professionally, enhancing our reputation for responsiveness and service excellence.
  • Conducting Tours and Showings: Personally conduct tours of our facilities, showcasing units that meet prospects' needs and highlighting the features that set our properties apart.
  • Lease Management: Diligently monitor and maintain leasing documentation and files, ensuring all paperwork is up-to-date and accessible.
  • Tenant Transition Coordination: Seamlessly manage the entire process of tenant move-ins and move-outs, ensuring a smooth transition at every stage.
  • Leasing Platform Oversight: Manage and optimize leasing platforms with support from team members to enhance our property’s market presence.
  • Supporting Lease Renewals: Work closely with existing tenants to facilitate lease renewals, fostering strong tenant relations and retention.
  • Collateral Updates: Collaborate with the marketing department to regularly refresh leasing materials, ensuring they effectively communicate the value and benefits of our properties.


Building/Office Operations & Management

  • Opening and Closing: Adhere to detailed checklists to ensure proper opening and closing procedures.
  • Building Maintenance and Cleanliness: Regularly conduct walkthroughs to ensure all spaces, including kitchens, offices, and common areas, are immaculately presented and clean.
  • Member Onboarding and Offboarding: Streamline member transitions by managing all related tasks, from providing move-in boxes and setting up accounts in various systems (such as Campaign Monitor, Envoy, and Yardi) to completing physical move-ins and move-outs, conducting system walkthroughs, and archiving necessary paperwork.
  • Maintenance Coordination: Work closely with the Artthaus team to manage the Yardi work order cycle, ensuring maintenance issues are resolved promptly and coordinate with janitorial staff to maintain building cleanliness.
  • Security and Safety: Assist with building security by checking camera systems, ensuring doors are secured, and managing perimeter lighting. Handle security-related tasks, including rekeying locks and filing security paperwork.
  • Operational Support: Assist with vending machine operations, manage mailroom activities, ensure conference room readiness, and support the operations team with administrative tasks.
  • Insurance Compliance: Periodically review certificates of insurance for vendors and tenants, ensuring compliance with leases and service contracts.
  • Special Assignments: Coordinate special requirements such as lunch setups for meetings and provide additional support as needed to enhance facility operations and member satisfaction.


Accounting/Financial Duties

  • Assist with Accounts Receivable, ensure accuracy of monthly rent rolls and tenant statements, track payments, monitor delinquencies, and manage collection efforts. Also handle credit card reconciliations for Artthaus Studios as required.


General Support

  • Any additional responsibilities deemed necessary for effective functioning of building operations by Artthaus management team