Property Management Assistant

2 weeks ago

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

The role entails overseeing daily operations related to tenant interactions, managing lease documentation, handling accounts receivable and payable, and assisting the Property Manager with various initiatives.

Key Responsibilities:

Administrative Support:

  • Facilitate daily office communications
  • Manage inventory of office supplies
  • Compose memos and official correspondence
  • Input tenant service requests into the online management system
  • Organize and maintain files for leases, vendors, and properties
  • Administer tenant access control systems
  • Keep an updated contact list for tenants and emergency services
  • Maintain an office calendar for important deadlines

Assistance to the Property Manager:

  • Conduct regular inspections of the property
  • Perform cleanliness assessments
  • Foster tenant relationships and coordinate regular meetings
  • Oversee the tenant onboarding process
  • Support construction efforts during tenant improvements
  • Accompany potential tenants on property tours
  • Draft contracts for service providers
  • Contribute to the annual budget preparation process

Accounts Payable Management:

  • Ensure timely processing of payments to avoid delays
  • Accurately code invoices according to the budget
  • Verify the validity of invoices and ensure purchase orders are attached
  • Confirm vendor registration in the management system
  • Oversee the check return process
  • Maintain organized records for all vendor transactions

Accounts Receivable and Collections:

  • Utilize lease abstracts to establish tenant billing in the accounting system
  • Process daily rent payments and record them in the financial software
  • Generate and distribute monthly rent statements to tenants
  • Prepare delinquency reports as needed

Lease Management:

  • Review and summarize new lease agreements
  • Input lease data into the accounting system for tracking
  • Update relevant information for monthly reporting
  • Coordinate tenant signage and welcome gifts
  • Generate reports on insurance expiration dates
  • Safeguard original lease documents and maintain electronic records

Monthly Reporting:

  • Compile month-end financial reports
  • Run audit trails for month-end closing
  • Review expense reports for accuracy
  • Prepare month-end accruals and variance analyses
  • Ensure client reports include comprehensive summaries and variance explanations

Qualifications:

  • Bachelor's Degree preferred or equivalent experience in commercial real estate
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Familiarity with software such as MRI, Yardi, or Kardin is advantageous
  • Excellent written and verbal communication skills
  • Strong customer service orientation
  • Ability to manage multiple tasks and prioritize effectively
  • Exceptional organizational and time-management skills

This position requires full-time, in-office presence during standard business hours.

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