Assistant Property Manager

4 days ago

Chicago, Illinois, United States Lincoln Property Company Full time
Job Description

Lincoln Property Company is seeking a highly skilled Assistant Property Manager to join our team. As a key member of our property management team, you will be responsible for the day-to-day oversight of all tenant correspondence, administration of tenant lease agreements, billing and collecting tenant receivables, processing and filing invoices, preparing monthly and quarterly reports, assisting in annual budget preparation, event planning, vendor correspondence, and assisting the General Manager with special projects as necessary.

Key Responsibilities:

  • General Administrative Duties:
    • Oversee day-to-day office communication
    • Maintain office supply inventory
    • Draft memos and correspondence
    • Monitor and enter tenant work tickets in online work order system
    • Organize lease, vendor, and building files
    • Oversee tenant work order system
    • Maintain office contact list including tenant contacts, management office contacts, and emergency contacts
    • Update office calendar for building, accounting, and other project-specific deadlines
    • Adhere to SOC guidelines for all listed duties
  • Assist the General Manager:
    • Conduct routine building inspections
    • Liaison with janitorial staff and vendor
    • Maintain tenant relations and coordinate quarterly tenant meetings
    • Manage tenant move-in and move-out process
    • Assist with touring available space to prospective tenants upon request
    • Prepare vendor contracts
    • Assist in annual budget preparation package
  • Process Accounts Payable:
    • Adhere to accounting deadlines to ensure no delinquent payments
    • Code and enter all invoices with the correct expense code using the approved budget
    • Ensure that each invoice is valid
    • Ensure vendors are registered in Avid Pay & MRI
    • Manage check return process
    • Maintain AP files for all vendors
  • Process Accounts Receivables/Collections:
    • Use lease abstract to setup tenant billing in the accounting system
    • Deposit daily receipt of tenant rent payments and enter in accounting software
    • Close out and bill tenant work orders
    • Create and deliver monthly rental statements to tenants including work orders
    • Run delinquency reports and follow-up with tenants on payment status
  • Lease Administration:
    • Review the abstracted lease agreements
    • Input abstracted information into accounting system for billing and tracking
    • Update contacts, lease dates, billing information, insurance dates for monthly report generation
    • Order tenant suite signage, tenant gift in coordination with move
    • Maintain capital expenditure and tenant improve records to create construction management invoices
    • Maintain both original lease agreements/amendment documents in secure safe and all tenant lease files in electronic database
  • Monthly Reports:
    • Prepare month-end reports
    • Prepare month-end accruals and expense variances
    • Ensure monthly and quarterly client reports include variance comments, capital variances, and executive summary updates

Requirements:

  • Bachelor's Degree preferred or equivalent combination of education, training, and experience. Commercial real estate experience preferred
  • Proficiency in Microsoft Suite (Word, Excel, Outlook, and PowerPoint) is required
  • Knowledge/Experience with other software applications such as MRI, Yardi, and Kardin is a plus
  • Strong written and verbal communication skills
  • Strong customer service and people skills
  • Ability to multi-task, prioritize, and complete assigned duties
  • Excellent time-management and general organization skills

This position is 100% in-office. The role requires working in office during standard business hours. Remote work or telecommuting is not an option for this position.

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