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Assistant Property Manager

4 weeks ago

Tampa, Florida, United States Stiles Full time
Job Summary

We are seeking a highly organized and detail-oriented Assistant Property Manager to join our team at Stiles. As a key member of our property management team, you will provide administrative support and maintain general knowledge of our operations.

Key Responsibilities
  • Assist with lease administration, including lease agreements and rent collection.
  • Maintain quality tenant relations and build positive relationships with tenants.
  • Assist with implementation of preventative maintenance programs and work with contractors.
  • Collect monthly rent payments and contact delinquent tenants.
  • Follow up on all maintenance requests and assist tenants with operational questions and concerns.
  • Assist with budget preparation, information gathering, and data input.
  • Complete weekly timesheets and monthly reports for manager's approval.
  • Coordinate with the accounting department on property accounting issues.
  • Process tenant reimbursements and generate individual invoices.
  • Perform vacant space inspections and monitor and dispatch maintenance services.
  • Complete welcome tenant packages, rental commencement letters, and tenant space turnovers.
  • Coordinate tenant move-ins and move-outs.
  • Maintain emergency notification lists, distribute daily mail, and order office supplies.
  • Maintain office equipment leases, coordinate repairs, and maintain staff meeting minutes.
  • Maintain inventory lists, filing, and draft tenant newsletters.
  • Responsible for maintenance of emergency procedures, tenant information handbooks, and standard operating procedures manuals.
  • Review lease abstracts, lease commission invoices, and agreements for accuracy.
  • Maintain and report risk management policies and incidents.
  • Verify completeness of property files and property binders.
  • Maintain good relations with tenants, vendors, and brokers.
  • Prepare vendor contracts and maintain vendor information.
  • Handle tenant complaints and maintain key system logs.
  • Ensure signage for new tenants is obtained and code payables 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 and order tenant anniversary lunches/gifts.
  • Respond to tenant and vendor inquiries and maintain and prepare security after hours logs.
  • Maintain tenant conference room reservations and cleaning logs.
  • Review security logs and note items of concern and generate work orders.
  • Process card access applications and make cards.
Requirements

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

Proficient in MS Suite, especially Excel.