Assistant Property Manager- Indianapolis

We are seeking a qualified Assistant Property Manager to assist with management and operations of office and/or industrial assets. The qualified candidate will possess excellent customer service skills, exceptional communication, a strong work ethic, and the ability to thrive in a fast-paced environment. The candidate must be physically located in Indianapolis, Indiana.

JOB SUMMARY:

Responsible for assisting the Property Manager(s) with the day-to-day operations in the management of assigned portfolios to include managing tenant relations, managing vendors relations, minor accounting procedures, maintenance requests, repairs, and construction. The Assistant Property Manager responds to tenant requests in accordance with the lease agreement, assuring compliance with all provisions. The Assistant Property Manager will be assigned to specified action areas at the discretion of the Property Manager and/or Regional Manager, to best meet the needs of the property.

Skills and characteristics necessary for job success include exceptional communication and organizational skills; ability to multi-task and work under pressure; excellent time management skills; detail oriented; self-motivated and ability to self-direct and follow through to completion.

The Assistant Property Manager is an individual contributor and reports to the assigned Property Manager(s).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide full administrative support. Including in-person, phone, email, typing, filing and distribution of correspondence/memos.

• Review and code accounts payable daily.

• Respond and assist to resolve all tenant requests positively and promptly.

• Assign work orders to the maintenance team and follow up to ensure quality work was performed completely and on time.

• Assist with the set-up of utility accounts and maintain utility log.

• Prepare and distribute monthly rent statements.

• Draft correspondence as necessary to administer lease provisions including all notices, defaults, COI requests, and commencement letters.

• Maintain lease files and other property records as required by company policy.

· Assist Property Manager with preparation of monthly financial reports and annual operating budgets, expense estimates, and reconciliations.

• Responsible for tenant billbacks including sub-meter reading calculations, parking fees, electricity overtime, HVAC overtime, and TI overages.

• Assist Property Manager with Tenant move-ins and move-outs.

• Assist in obtaining bids and drafting service agreements for construction projects including capital repairs and tenant improvements.

• Assist in obtaining bids and drafting service agreements all necessary services to maintain the property such as interior and exterior landscaping, janitorial, security, fires systems, and elevators.

• Coordinate holiday decorations, tenant events, and holiday gifts for tenants.

• Assist with quarterly property inspections and routine tenant inspections to ensure compliance with lease requirements as required by the Property Manager.

• Maintain all accounts receivable including drafting and distributing late notices and defaults (when applicable). Coordinate submission of uncollected balances to 3rd party collection company. Manage the write-off process with the Property Manager and accounting team.

• Audit lease files to ensure accuracy. This includes new lease setup and lease charges.

• Assist with the supervision of on-site staff including maintenance team and vendors (when applicable).

• Follow established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organizational standards, and operational processes related to property operations, and reporting violations or infractions to appropriate individual(s).

• Assist with the preparation and review monthly financial reports.

• Ensure that the appearance and physical aspects of the property meet the company standards.

• Responsible for prompt and positive response to requests from tenants to constantly assess tenant needs and to assure problems are being solved promptly, and to the mutual benefit of the tenant and the asset.

• Involved in the administration of all tenant leases to assure full compliance with lease provisions. May also participate in the timely determination of escalations, timely collection of all rents, and for participating in appropriate action to lease available space within the buildings

• Respond to all tenant service requests. Work orders, freight elevator reservations, special cleaning, Conference Center reservations, etc.

• Execute prompt, accurate billing of above standard tenant work orders, above standard electrical usage, and after-hours HVAC monthly.

• Coordinate tenants' move-ins and move-outs. Including scheduling freight elevator use, notifying building personnel, processing electronic security cards, ordering new signage.

• Coordinate and provide tenants with holiday and special event notifications.

• Compile information, prepare and update reports and documents as required: Property Emergency Call Lists, Tenant Contact/Roster lists, Welcome Book, etc.

• Ensure tenant and vendor insurance certificates are current.

• Participate in various meetings and training activities as designated by the Property Manager and/or higher-level management.

· Additional responsibilities as required by the Property Manager and/or Director.

CERTIFICATES and/or LICENSES:

• Working towards an RPA, CPM, CMCP or CCIM Designation a plus

• State Real Estate License a plus

COMMUNICATION SKILLS:

• Excellent written and verbal communication skills.

• Strong organizational and analytical skills.

• Ability to provide efficient, timely, reliable, and courteous service to customers.

• Ability to effectively present information.

• Ability to respond effectively to sensitive issues.

OTHER SKILLS and ABILITIES:

· Proficiency in Microsoft Word, Excel, Outlook, SharePoint, Microsoft Teams and Adobe Acrobat.

• Knowledge of property management software; Yardi preferred.

• Excellent organization skills and ability to multi-task.

• Critical thinking and ability to communicate recommendations both orally and in writing.

• Excellent people skills.

• Ability to prepare letters, emails, memos, professionally with minimal error rate.

COMPANY BENEFITS:

• Benefits effective on the 1st of the month following start date.

• K (w/Co match) after one year of employment.

• Annual bonus program

• Paid Time Off (PTO) – 15 days per year

• Paid Holidays 8+ per year

• Continuing education reimbursements after one year of employment.