Assistant Property Manager
1 week ago
Assist the Property Manager/Senior Property Manager in the achievement of the owner’s objectives for the properties through tenant relations, leasing support, work order coordination, financial budgeting, expense control, rent collections, and all other clerical and operational aspects of the property in compliance with the highest standard of professional ethics. Degree of supervision and scope of authority will be determined by manager(s).
CORE RESPONSIBILITIES:
- Answer calls / emails from tenants and route accordingly, including the initiation and tracking of work orders to completion, using Building Engines. Keep manager(s) informed of potential serious tenant/maintenance issues.
- Work with manager(s) to initiate and track necessary preventative maintenance activities (i.e. lighting schedule, filter changes, roof cleaning, etc.) for the properties.
- Maintain and monitor reserved parking lists, tow signs and authority to arrest programs.
- Review and take action on all property security reports. Notify community action officers of any break-ins, vagrants, etc.
- Maintain and monitor signage to include suite, building and directory.
- Process all tenant bill backs including electrical and tenant responsible maintenance.
- Work with roving engineers, vendors and contractors performing work on the properties to coordinate scheduling, access and notification of tenants as necessary.
- Handle all details of new lease processing (getting leases signed and signed leases scanned and saved, distributed, accounting paperwork, etc), lease abstracts should be done within 2 days of receiving document, tenant move-in process per lease checklist (setting up janitorial service, assigning mailboxes/parking spaces, ordering tenant signage, etc.), and tenant move-out process (stop janitorial, security deposit disposition for manager’s approval, signage removal, re-keying).
- If requested by Manager, print activity rec reports by 11th of the month and give to Manager for review to determine who to send default or notice letters to. Draft default letters for manager’s approval and rent reminder notices within 24 hours of receiving manager(s) direction. Follow up with tenants for payment and provide manager (s) with a list of tenants who have yet to pay rent. Coordinate lockouts when necessary.
- New property set ups and transition of properties ACM no longer manages, i.e. tenant/vendor notifications, file set up or transfers, etc.
- Work with manager(s) in the preparation of annual budgets.
- Work with manager(s) to assure all available spaces are “lease ready”.
- Assist manager(s) with tenant improvement matters.
- Maintain tenant and project files in good order according to company standards.
- Maintain space plan files in good order according to company standards.
- Update and maintain tenant and vendor contact lists.
- Prepare vendor contracts and track accordingly to ensure they are signed and received and information updated on vendor contact sheet.
- Assist manager(s) in assembly of monthly reports to ensure they are sent out by due date.
- Support manager(s) with all on-going clerical duties such as typing correspondence, preparing leases, amendments, lease summaries, tenant updates, etc.
- Handle other duties as assigned.
- Answering front desk phone over lunch hours at least 1 time per week depending on number of other employees assigned.
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