Assistant Property Manager

2 weeks ago

Boston, United States Jamestown Management Corporation Full time
Job DescriptionJob Description

JOB SUMMARY AND DISTINGUISHING FEATURES OF THE WORK:

The Assistant Property Manager will learn the role of a property manager while training alongside the General Manager and Chief Engineer and supporting each in their day-to-day quest to achieve the business plan goals for the property.


MINIMUM QUALIFICATIONS REQUIRED:

  • 2 or more years of property management experience preferred.
  • Must have experience in administration and management of resources.
  • Experience with property management software preferred.
  • Proficiency in computer applications, including Microsoft Office, is required

ESSENTIAL JOB FUNCTIONS:

Administrative

  • Assist in meeting the day to day property management & administrative demands of the property, including but not limited to, reporting, filing, tracking, organizing information and maintaining the office supply inventory
  • Manage all general office duties including visitors, email and telephone communications
  • Assist in administration of leases and contracts
  • Coordinate property events as needed (fire drills, evacuations, holiday lunches, tenant meetings)
  • Maintain COI information for tenants. Track expiration dates and coverage
  • Review leases and prepare tenant files and related trackers
  • Update emergency, tenant, internal and external team, contractor, and vendor contact lists
  • Prepare and manage insurance claims

Vendor and Vendor Contract Management

  • Assist with developing and maintaining positive vendor relationships
  • Assist with negotiating and managing service contract agreements
  • Assist in preparing and managing bid documents related to operating and capital expense projects
  • Prepare and track contract agreements, work orders, purchase orders, and job cost forms for approved projects
  • Manage A/P of invoices while resolving vendor calls and issues regarding payment of invoices
  • Review and approve operating expense invoices; compare to service agreements, contracts, work orders and purchase orders for accuracy
  • Manage and distribute daily contractor activity schedules
  • Assist vendors and contractors in setting up registration in ERC and Nexus
  • Maintain COI information for vendors and contractors by tracking expiration dates and coverage
  • Assist with monitoring of Work Order submissions and tenant requests

Financial and Budgeting

  • Assist in budget creation, reforecasts, and other financial reporting
  • Collect retail tenant sales, track performance, complete monthly sales reports
  • Manage the tracking, recoveries, and analysis of property utilities.

Tenant Relations

  • Respond to tenant needs, ensuring that appropriate departments resolve promptly
  • Coordinate tenant move-ins and move-outs
  • Maintain rapport with tenants

Special Projects

  • Manage special projects as assigned by Senior Property Manager or Executive Management.

Miscellaneous

  • Ability to work in a small team environment, with willingness to assist other team members to achieve company, property, and ownership goals.
  • Maintain a willingness to learn and grow professionally.
  • Familiarity with CRE financial reporting software (MRI, Kardin, Yardi, etc.).
  • Participate in Manager-On-Call/Manager-On-Duty weekend and holiday rotation.
  • This is a full-time, property-level position with no remote or hybrid work schedule. The small office team necessitates all personnel work on-property to meet the daily needs of the asset and provide best-in-class property management to our tenants and stakeholders.

IMPORTANT JOB FUNCTIONS:

  • Performs other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

  • All computer applications (Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Adobe Acrobat, etc.) and hardware related to performance of the essential functions of the job

Skill in:

  • The ability to meet deadlines, prioritize and accomplish work in order of priority
  • Professionally maintaining composure & effectiveness under pressure and changing conditions
  • Being flexible and adaptable to changing timelines and needs
  • Proofreading and editing documents
  • Self-motivation and collaboration
  • Conflict management resolution
  • Problem-solving

BENEFITS:

We offer a competitive benefits package on day 1 of employment, including:

  • 17 days of PTO, 2 floating holidays, and 13 company holidays
  • Company-paid employee medical, dental, vision, life insurance, and disability insurance
  • Company-paid family memberships for One Medical, a membership-based primary care practice
  • Pet insurance
  • HSA with employer contribution
  • 6% 401k match
  • Company-sponsored gym memberships
  • Wellness challenges and 5k/10k incentives

ABOUT JAMESTOWN:

Jamestown is a global, design-focused real estate investment and management firm with a 40-year track record and a mission to transform spaces into innovation hubs and community centers. Jamestown employs more than 500 people worldwide with headquarters in Atlanta, Georgia, and Cologne, Germany, and offices in Amsterdam, Bogotá, Boston, London, Los Angeles, Madrid, New York, San Francisco, and Washington, D.C.


Current and previous projects include One Times Square and Chelsea Market in New York City, Industry City in Brooklyn, Ponce City Market in Atlanta, Ghirardelli Square in San Francisco, the Innovation and Design Building in Boston, the Innovation and Design Buildings in Boston and Lisbon, and Groot Handelsgebouw in Rotterdam.

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