Assistant Property Manager

Job Overview

The role of Assistant Property Manager involves supporting all functions associated with senior assistant property management duties and undertaking property administrator tasks if the team lacks such a position. This role emphasizes maintaining professionalism while nurturing positive relationships with tenants and clients.

Key Responsibilities

• Deliver comprehensive administrative assistance including managing telephone inquiries, preparing reports, handling correspondence, and overseeing office supplies in the absence of a property administrator.
• Support lease administration by summarizing leases and ensuring that the leasing database remains updated.
• Organize and maintain property documentation in a systematic manner, encompassing leases and contracts.
• Assist in preparing and managing bid proposals and service agreements.
• Generate aging financial reports for management review and follow up on outstanding payments according to company or client policies.
• Ensure timely processing of invoices with proper documentation per established accounting procedures.
• Coordinate tenant relocation activities such as move-ins and move-outs including the logistics for furniture delivery and collection.
• Manage maintenance of work order and purchase order systems.
• Develop and maintain a thorough Tenant Service Package that includes tenant handbooks, event celebrations, newsletters, training programs, and regular updates of tenant information in the database.
• Update office protocols in accordance with directions from management through the Operations Procedure Manual.
• Verify that tenants’ and vendors’ Certificates of Insurance are current.
• Oversee processing of staff hours, expense claims, and check requests ensuring they are reviewed and approved.
• Manage billing procedures for tenant chargebacks such as electrical costs and after-hours HVAC usage promptly.
• Assist in preparation of annual budgets, monthly financial reporting, and bank deposit procedures as applicable onsite.
• Lead routine inspections in collaboration with janitorial, landscaping, and other service providers as directed.
• Contribute to supervision and evaluation of service contractors performing under contract.

Qualifications and Skills

• Minimum education requirement is a high school diploma or GED; a bachelor’s degree is preferred.
• Experience of at least one year in real estate property management or a related field is necessary.
• Proficiency with Microsoft Office Suite is mandatory.
• Strong focus on customer service and excellent organizational skills.
• Efficient time management and multitasking capabilities with an ability to communicate clearly in both oral and written formats.
• Demonstrated initiative and urgency in managing daily responsibilities and meeting deadlines.

Work Environment and Physical Demands

This position is based in a professional office setting, regularly utilizing computers, phones, copiers, filing systems, and fax machines. The role requires frequent outdoor movement between properties and working conditions may involve exposure to various weather types. Physical demands include standing or walking for extended periods, negotiating stairs, ladders, or step stools, and primarily sitting or standing during office tasks.

Additional Information

Other responsibilities may be assigned as required. Eligible employees have access to a comprehensive benefits package involving health, vision, dental plans, flexible spending options, retirement plans, life and disability insurance, as well as paid and unpaid leave. The offered salary range is $29.42 to $34.62 per hour, dependent on collective bargaining agreements, geographic location, experience, and qualifications. The company complies with equal opportunity laws, providing accommodations for applicants with disabilities upon request.