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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 at the heart of our corporate culture, fostering a work environment that encourages excellence in every employee.

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

Position Summary

We are looking for a motivated individual eager to build a career in commercial property management. The ideal candidate will possess strong communication and organizational skills, along with the ability to manage multiple tasks effectively. Under the guidance of the Property Manager, the Assistant Property Manager will play a crucial role in ensuring the smooth administration of policies and procedures that maintain well-managed and well-kept properties.

This role will involve assisting in the implementation of health and wellness, sustainability, and energy efficiency initiatives, while ensuring that all company data tracking systems are current and accurately populated. Additionally, the Assistant Property Manager will monitor building certifications to ensure compliance and timely renewals.

To excel in this position, candidates must demonstrate the ability to fulfill essential duties effectively. Reasonable accommodations will be made for individuals with disabilities to perform essential functions.

This position offers a valuable opportunity for career advancement in commercial property management for those who are proactive, possess a positive attitude, and can anticipate the administrative needs of the team.

Key Responsibilities

Building Operations and Administration:

  • Assist the Property Manager with 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 occupancy.
  • Facilitate the collection of New Tenant Move-In Surveys and coordinate meetings as directed.
  • Organize social events and gatherings, including welcome lunches and holiday celebrations.
  • Oversee 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.
  • Conduct regular property inspections to ensure compliance with maintenance standards and responsibilities.
  • Assist in managing maintenance team members.
  • Act as the point of contact in the absence of the Property Manager.
  • Prepare and analyze service contracts to ensure quality and cost-effectiveness.
  • Ensure compliance with all relevant codes, laws, and environmental regulations.
  • Interpret and apply standard real estate documents, including contracts and leases.
  • Coordinate tenant move-ins and move-outs in accordance with internal policies.
  • Collaborate with the Construction Project Manager on building improvements.
  • Perform additional duties as assigned.

Management Office Duties:

  • Assist the Property Manager in addressing property management, accounting, marketing, and construction needs.
  • Utilize sound judgment to resolve issues and escalate matters to the Property Manager when necessary.
  • Handle tenant correspondence related to work orders and maintenance inquiries.
  • Prepare proposals for tenant requests and coordinate completion of approved work.
  • Work closely with property engineers and vendors to ensure smooth workflow.
  • Manage tenant relations programs, including events and charitable initiatives.
  • Oversee the implementation of corporate compliance protocols.
  • Maintain accurate records for tenants, vendors, and properties as required.

Financial Reporting:

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

Communication Skills:

  • Effectively present information and respond to inquiries from all organizational levels.
  • Maintain strong communication with internal corporate teams and building operations staff.
  • Exhibit professional presentation and interpersonal skills.
  • Communicate daily with the Property Manager and other team members.
  • Prepare and distribute tenant communications as needed.
  • Interface with corporate accounting, asset management, and lease administration as necessary.
  • Perform other duties as assigned.

Required Competencies

Language Skills:

  • Read and interpret documents such as safety rules and maintenance instructions.
  • Communicate effectively with tenants and staff.
  • Provide feedback on progress related to assignments.

Mathematical Skills:

  • Apply basic math skills for calculations related to property management.

Reasoning Ability:

  • Exercise sound judgment in following instructions and solving common mechanical problems.
  • Utilize technical knowledge of building systems effectively.

Interpersonal Skills:

  • Exhibit a strong customer service orientation in responding to tenant requests.
  • Demonstrate teamwork and collaboration with colleagues.
  • Possess strong communication skills, both verbal and written.

Technical Skills:

  • Utilize basic business software, including Microsoft Office applications.
  • Maintain service records using appropriate systems.

Physical Requirements:

The physical demands of this position require the ability to perform essential functions with or without reasonable accommodations.

Work Environment:

The work environment characteristics described here are representative of those encountered while performing essential functions.

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