Assistant Property Manager

The Assistant Property Manager is responsible for assisting the Property Manager in his/her duties, including, but not limited to, administration, financial control, operations, tenant relations, construction, lease administration, and leasing and marketing of the Property. The management goal is to maintain the Property in accordance with the established standards, while providing quality service expected by Class A building tenants. Essential Functions: Administration Implement new programs or procedures as established by the Corporate Property Management department. Maintain Certificates of Insurance as required from tenants and contractors. Assist with implementation of employee customer service program. Prepare work order reports. Prepare Memorandums of Lease Commencement. Responsible for maintenance of tenant and administrative files. Generate Notices of Non-Responsibility, as applicable. Manage day-to-day tenant issues, including coordinating and attending tenant meetings Backup phone coverage; daily memo preparation; tenant memo preparation and distribution as required. Maintain Contract & Purchase Order tracking sheets. Assist with annual budgets, financial reporting, forecasts, re-forecasts, management plans, monthly performance reports, and variance reports. Assist with tenant billings, including Freight, Truck, Loading Dock monthly charges preparation and Review OT HVAC Reconciliation. Assist with the collection of rent and sundry charges.Ensure that overdue receivables are kept below established limits. Review and approve all invoices from vendors and contractors. Assist with review of operating expense estimates and reconciliations and respond to tenant questions regarding same. Assist with review of monthly accruals. Operations Assist with annual bid and re-bid proposals for contract services, including generating requests for proposals, bid analysis, and vendor selection to ensure best pricing and service level performance. Assist with preparation of recurring and one-time service contracts. Make recommendations for operating efficiencies of Property. Assist management with ensuring that the Property is maintained according to the quality standards approved by Landlord. Assist management with oversight of new tenant move-ins, existing tenant relocations and expansions, as well as tenant move-outs. Oversee on-site parking accounts. Backup day-to-day contact with Auditorium management team. Develop and maintain positive tenant relations by creating and sustaining goodwill between Landlord and tenants by providing consistently responsive quality services. Resolve tenant issues, problems, and disputes by use of positive strategies to include creative resolution and negotiating skills. Leasing and Marketing Responsible for preparing and maintaining vacant space for showing to prospective tenants. Coordinate with Leasing department for prospective tenant tours. Maintain plot plans of vacant space and ensure that proper leasing signage is displayed. Supervisory Responsibility: The Assistant Property Manager may manage certain employees of the building management office and would be responsible for the performance management of these employees. Physical Demands: This is a largely sedentary role that requires walking, talking, hearing, repetitive motion using a keyboard, and visual acuity for reading and viewing a computer monitor. Travel: No travel is expected for this position. Education and Experience: Bachelor’s degree in real estate, business, or equivalent preferred. Three to five years experience in property management of large-scale commercial office building. Five years administrative or professional experience, preferably in a property management office. Experience in accounting and financial reporting. Experience in contract analysis, administration, and operations. Additional Eligibility Qualifications: Must work well with others and interact positively with team members and tenants. Excellent written and verbal communication skills. Excellent organizational skills, ability to prioritize and attention to detail a must. Proficiency in MS Office required. Knowledge of SharePoint and Teams a plus. Knowledge of Yardi a plus. Must have the ability to manage time and multiple projects efficiently and achieve the required results. Must be able to define problems, collect data, establish facts and draw valid conclusions. Other Duties: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required for this job. Duties, responsibilities, and activities may change at any time with or without notice. Benefits Package: CWP provides a comprehensive benefits package that includes medical, dental, vision, life and AD&D, and disability insurance, flexible spending account, employee assistance program, 401k plan with employer match, paid time off, and paid parking. Please view our privacy policy here: https://www.commonwealth-partners.com/.

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