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Property Management Assistant

2 months ago

Wayne, Pennsylvania, United States Brandywine Realty Trust Full time
Job Overview

Company Overview

Brandywine Realty Trust is dedicated to excellence in the development, construction, and management of premier Class-A office, multi-family, and mixed-use properties across the nation. Our commitment to community engagement and support is integral to our corporate ethos, fostering a culture that encourages every employee to reach their full potential.

Founded in 1994 by Jerry Sweeney, our President and CEO, we are a publicly traded entity on the New York Stock Exchange (NYSE: BDN), strategically operating in select markets nationwide.

Position Summary

We are looking for a motivated individual eager to embark on a career in commercial property management. This role necessitates strong communication abilities, exceptional organizational skills, and a capacity to manage multiple tasks effectively. Under the guidance of the Property Manager and other senior staff, the Assistant Property Manager will play a vital role in the administration of policies and procedures that ensure the efficient management and maintenance of both Company-owned and third-party commercial properties.

This position will also support the implementation and management of health and wellness, sustainability, and energy efficiency initiatives, ensuring that all data tracking platforms are current and accurately populated with relevant building information. Additionally, the Assistant Property Manager will monitor building certifications to guarantee they remain up-to-date and renewed as necessary.

To excel in this role, candidates must be able to fulfill essential duties effectively. The qualifications outlined below represent the skills and abilities required for success. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.

This is an excellent opportunity for those looking to advance their careers in commercial property management, particularly if they possess a proactive attitude and the foresight to anticipate the administrative needs of the team.

Key Responsibilities

Building Operations and Administration:

  • Assist the Property Manager in the daily operations and management of properties, including support for property-related projects and scheduling necessary inspections.
  • Regularly meet with tenants to address and resolve any issues or concerns within the buildings.
  • Deliver exceptional customer service to tenants throughout their residency, starting from their move-in date.
  • Facilitate the collection of New Tenant Move-In Surveys and coordinate meetings with tenants as directed.
  • Organize informal gatherings and events, such as annual holiday breakfasts and welcome lunches for new tenants.
  • Oversee planned, preventive, and corrective maintenance activities, ensuring timely completion of work.
  • Support the Property Manager in executing approved operational projects.
  • Maintain effective communication with the Property Manager regarding ongoing projects and activities involving building staff, tenants, and contractors.
  • Conduct regular property inspections to ensure maintenance standards are met and provide recommendations for property enhancements.
  • Assist in supervising maintenance team members.
  • Act as the point of contact in the absence of the Property Manager.
  • Prepare and evaluate service contracts to ensure quality and cost-effectiveness, submitting recommendations for review.
  • Ensure compliance with all relevant codes, laws, and environmental regulations.
  • Interpret and apply standard documents related to real estate projects, including agreements, leases, and drawings.
  • Manage the transition processes for tenant move-ins and move-outs, adhering to internal policies.
  • Collaborate closely with the Construction Project Manager on building and tenant improvement projects.
  • Perform additional duties as assigned.

Management Office Responsibilities:

  • Collaborate with the Property Manager to address property management, accounting, marketing, and construction needs.
  • Exercise sound judgment to resolve issues promptly, escalating to the Property Manager when necessary.
  • Assist with tenant communications related to work orders, maintenance, and general inquiries.
  • Prepare proposals for tenants regarding above-standard requests and coordinate the completion of approved work.
  • Work closely with property engineers, vendors, and subcontractors to ensure smooth workflow and coordination.
  • Manage tenant relations programs, including events and charitable initiatives.
  • Oversee the implementation of corporate compliance protocols and initiatives.
  • Maintain and update records for tenants, vendors, and buildings as required by internal policies.

Financial Reporting Duties:

  • Assist in preparing annual budgets, quarterly forecasts, monthly reports, and variance reports.
  • Support the planning and control of operating and capital expenditures.
  • Review and approve invoices in the payable software, ensuring accurate coding.
  • Collaborate with the Property Management team to minimize expenditures while adhering to budget parameters.

Communication Skills:

  • Effectively present information and respond to inquiries from all organizational levels.
  • Maintain strong communication with internal corporate team members and Building Operations Engineers to meet corporate objectives.
  • Exhibit professional presentation and interactive skills.
  • Communicate daily with the Property Manager, Property Engineer(s), and Property Assistant.
  • Prepare and distribute tenant communications and announcements.
  • Interface with Corporate Accounting, Asset Management, and Lease Administration as needed.
  • Engage with tenants, brokers, vendors, and visitors as necessary.
  • Perform other duties as assigned.

Required Competencies

Language Skills:

  • Read and interpret documents such as safety rules and procedure manuals.
  • Communicate effectively with tenants and staff.
  • Provide management with feedback on assignment progress.

Mathematical Skills:

  • Utilize basic math for calculations such as percentages and areas.

Reasoning Ability:

  • Apply sound judgment in following written, oral, or diagrammatic instructions.
  • Solve common mechanical issues related to building operations.
  • Employ mechanical skills and knowledge of HVAC, plumbing, and electrical systems effectively.
  • Utilize property-specific knowledge to support maintenance contractors.
  • Apply technical training to daily activities.

Interpersonal Skills:

  • Exhibit excellent customer service orientation in responding to tenant requests.
  • Demonstrate follow-through on management directives.
  • Show teamwork skills in interactions with colleagues.
  • Possess strong phone handling skills and active listening abilities.
  • Adapt to various customer personalities and needs.

Computer Skills:

  • Utilize basic business software, including Microsoft Office for documentation and communication.
  • Maintain service records using systems tools.

Physical Requirements:

The physical demands described are representative of those required to perform essential job functions. Reasonable accommodations may be made for individuals with disabilities.

Work Environment:

The work environment characteristics described are representative of those encountered while performing essential job functions. Reasonable accommodations may be made for individuals with disabilities.

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY INDIVIDUALS IN THIS POSITION. THEY ARE NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL DUTIES, RESPONSIBILITIES, AND SKILLS REQUIRED.