Property Management Assistant

2 weeks ago

Parsippany, New Jersey, United States Commercial Real Estate Company Full time
Job Overview

The Assistant Property Manager plays a crucial role in the daily management of tenant interactions and property administration. This position is responsible for overseeing tenant lease agreements, managing accounts receivable and payable, and supporting the Property Manager with various projects and reports.

Key Responsibilities:

Administrative Support:

  • Facilitate daily office communications and maintain a well-organized office environment.
  • Manage office supplies and ensure adequate inventory levels.
  • Prepare and distribute memos and other correspondence.
  • Utilize an online work order system to track tenant requests.
  • Organize and maintain files related to leases, vendors, and building operations.
  • Oversee the issuance and management of tenant security key cards.
  • Keep an updated contact list for tenants and emergency contacts.
  • Coordinate the office calendar for important deadlines and events.

Assisting the Property Manager:

  • Conduct regular inspections of the property to ensure compliance and maintenance standards.
  • Manage tenant relations and facilitate quarterly meetings.
  • Assist with the onboarding process for new tenants.
  • Support construction efforts during tenant build-outs.
  • Prepare contracts for vendors and assist in budget preparation.

Financial Management:

  • Ensure timely processing of accounts payable to avoid late payments.
  • Code invoices accurately according to the approved budget.
  • Verify the validity of invoices and ensure proper documentation.
  • Maintain organized records for all vendor transactions.

Accounts Receivable Management:

  • Set up tenant billing in the accounting system based on lease agreements.
  • Process daily rent payments and maintain accurate records.
  • Generate and distribute monthly rental statements to tenants.
  • Prepare delinquency reports as required.

Lease Management:

  • Review and summarize new lease agreements for accurate record-keeping.
  • Input relevant data into the accounting system for tracking purposes.
  • Update lease and billing information regularly for reporting.
  • Coordinate tenant signage and gifts during their move-in process.
  • Generate reports on insurance expiration dates.

Reporting:

  • Compile month-end financial reports for review.
  • Conduct audits of accounting reports to ensure accuracy.
  • Review expense distribution to confirm proper coding of invoices.
  • Prepare accruals and variance reports for financial analysis.
  • Ensure that client reports include comprehensive summaries and variance explanations.

Qualifications:

  • A Bachelor's Degree is preferred, or an equivalent combination of education and experience in commercial real estate.
  • Proficiency in Microsoft Office Suite is essential.
  • Familiarity with property management software such as MRI or Yardi is advantageous.
  • Excellent written and verbal communication skills are required.
  • Strong customer service abilities and interpersonal skills are necessary.
  • Capability to manage multiple tasks and prioritize effectively.
  • Exceptional organizational and time-management skills are essential.

This position requires a commitment to working in the office during standard business hours, with no options for remote work.

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