Job Details

PRIMARY PURPOSE:

This position supports the Property Manager in the effective day-to-day operations of the properties, ensuring high tenant satisfaction and upholding the property's professional image. This role is responsible for a variety of administrative functions including lease administration, contract review, and leasing support. Additionally, the Assistant Property Manager assists with property events and provides administrative support to the Senior Property Manager and the President/COO.

MINIMUM QUALIFICATION REQUIREMENTS:

• Bachelor's degree (B.S. or B.A.) from an accredited four-year college or university; and 4 years related experience and/or training; or equivalent combination of education and experience.
• Write reports and business correspondence
• Excellent organizational, verbal, and written communication skills
• Strong interpersonal skills
• Solve practical problems
• Proficient in MS Office Suite

ESSENTIAL FUNCTIONS:

• Manage work orders using IMPAK work order system ensuring timely entry of work orders, thorough and accurate description with supporting photos included, and prompt, efficient completion of work orders. Coordinate with maintenance teams and vendors to ensure timely repairs and upkeep.
• Manage tracking of tenant and vendor insurance via IMPAK.
• Manage updates of tenant manuals, lease abstracting, tenant contact list, and emergency contact list and various property management functions.
• Assist in the administration of tenant parking.
• Assist with rent collection, delinquency follow-up, and issuing late notices.
• Assist in processing invoices and code accurately for payment.
• Create and maintain all Lease and Building files for each managed property.
• Assist with the property budget process.
• Assist with capital projects.
• Assist in the process of tenant move-in and move-out.
• Make recommendations on controlling and/or reducing expenses without compromising the service and efficiency.
• Prepare notices, correspondence, and other documents for tenants and vendors.
• Obtain bids, schedule services, and assist oversee contractor performance.
• Ensure vendors meet service level agreements and safety standards.
• Maintain the key box which holds the keys for all properties.
• Maintain files and records for all properties.
• Handle administrative tasks related to third party property managed properties and leasing agents.
• Assist with marketing initiatives, event planning, website maintenance and certain human resource requirements for the company.
• Handle draft and review of vendor contracts, project audits and other Operational support functions.
• Support accounting administrative functions such as bill processing, vendor compliance and other accounting support functions.
• Participate in after-hours on-call rotations as needed.
• Assist with audits, inspections, and risk mitigation procedures.
• Assist with emergency procedures and communication during incidents.
• Ensure property adheres to company policies, local ordinances, and applicable laws.
• Assist with website updates, email blasts, LoopNet ad updates and other leasing support initiatives.
• Comply with company policies and procedures.