Assistant Property Manager

3 weeks ago


Orlando, United States Bishop Beale Duncan Full time
Job DescriptionJob Description

Department:   Property Management

Position:         Assistant Property Manager

 

SCOPE / PURPOSE

Responsible for assisting Property Manager or Manager of Property Management Division with day-to-day management of office/industrial/retail/mixed-use assets including maintenance, repairs, rent collections, operating costs and administration of operating budgets for each project.  Position works closely with real estate agents with regard to lease administration.  Position reports directly to head of Property Management Department.  This position has no direct reports.  The successful candidate for this position will have excellent communication skills and be comfortable with a wide array of changing deadlines and priorities.

 

ASSISTANT PROPERTY MANAGER’S ACCOUNTABILITIES INCLUDE, BUT ARE NOT LIMITED TO:

·         Lease Administration

a.       Assist Property Manager with administration of new tenant move-in actions

b.       Assist Property Manager with administration of tenant move-out actions and/or evictions/terminations

c.       Set up and maintain tenant files on company file server

d.       Maintain insurance for tenants

e.       Ensure all lease documentation is received prior to occupancy including COI’s, tenant contact information, security deposits/prepaid rents per lease

f.        Prepare and send welcome packages for all new tenants

g.       Update property stacking plans

h.       Input executed leases approved by Property Manager

i.         Review lease abstracts

j.         Communicate with tenants regarding questions about leases including maintenance contract obligations, required insurance, and general lease questions with assistance from Property Manager

 

·         Tenant Billings, Payments, and Accounts Receivable

a.       Run monthly rent trials and post tenant charges to tenant ledger

b.       Process monthly late charges, review, and adjust as necessary

c.       Review tenant charges for accuracy and adjust as necessary

d.       Communicate all unapplied tenant credits to Property Manager for proper application

e.       Prepare and verify tenant rent statements/invoices and email to tenants

 

f.        Research tenant disputes and payment discrepancies

g.       Receive tenant payments and post to tenant ledger in Timberline.  Send all manual deposits to bank

h.       Communicate with and collect outstanding balances from tenants

i.         Send all three day/five day notices

j.         Communicate all past due balances with Property Manager and maintain detail of collection efforts for delinquent tenants on monthly executive summary to be sent to owners

 

·         Tenant Communication

a.       Maintain all tenant correspondence and save as necessary

b.       Inform tenants of pending maintenance and other issues which impact their Premises on the Property

c.       Send annual CAM Reconciliations/Budgeted CAM billings s to all tenants and update billing in Timberline

d.       Assist with sending and receiving Estoppels/SNDA’s to Tenants as requested by ownership

e.       Serves as the primary contact point for all Tenants and communicates all significant Tenant issues to Property Manager

 

·         Vendor Communication and Accounts Payable

a.       Receive and code all invoices and verify adherence to budget prior to Property Manager approval

b.       Administer and keep track of service contracts

c.       Track all utility bills and communicate any significant variance to Property Manager

d.       Setup online accounts as needed as ACH/EFT payments

e.       Follow up and address prior vendor balance on invoices

f.        Track missing invoices

g.       Invoice processing and approval as required

h.       Follow-up and monitoring of maintenance/repair projects

i.         Obtain COI’s and W9’s from all vendors

j.         Works closely with accounting regarding all invoices/vendor/Accounts Payable concerns

 

·         Other Duties as Assigned Include but is Not Limited To:

a.       Maintain parking logs, tenant access, towing, and tenant billings for downtown parking at assigned properties

b.       Assist Property Manager with preparation of common area expense reconciliations

c.       Assist Property Manager with budget preparation, business plans, and property accounting

d.       Collaborate with property management and maintenance staff

e.       Coordinate/review maintenance with Sr. Maintenance Engineer and other maintenance staff as required

f.        Work order administration and reporting

g.       Keep track of tenant, vendor, property files and contacts

h.       Field tenant and vendor calls

i.         Maintain mail and copy logs

j.         Assist Property Manager and Accounting with preparation of monthly ownership financial report, including, but not limited to completing the executive summary, running and saving various reports (i.e. aged receivable, tenant activity report, rent rolls).

 

MINIMUM QUALIFICATIONS

a.       HS diploma, bachelor degree in Business or related field and/or 3 or more years of property management experience desired.  Relevant experience can be a substitute. 

b.       Professional demeanor

c.       Strong computer skills and proficiency in Excel, Word, and Timberline or similar management software

d.       Strong understanding of industry specific terms and processes

e.       Excellent organizational and multi-tasking skills

f.        Strong supervisory skills

g.       Excellent oral and written communication skills

h.       Excellent interpersonal skills

i.         Available to work schedule required to complete the job

 

Desired Qualifications:

a.       Bachelors degree in business, real estate or related field plus 3 years of property management experience

b.       CPM, RPA, or LCAM (or candidate)

c.       Bilingual (Spanish)



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