The Assistant Property Manager (APM) is an integral member of the property management team and is responsible for communication with tenants and vendors for day-to-day requests and building issues and providing administrative and project support to the Property Managers (PMs) and Asset Managers (AMs). The APM will ensure a high level of professionalism related to all assigned property management tasks. Job duties include, but are not limited to, the essential functions listed below.
Responsibilities
External Relationships and Correspondence Develop and maintain service-oriented relationships with tenants, vendors, and patrons who are communicated with in the course of executing this job description. Act as the first line of communication during business hours for inquiries by any of such parties. Update the responsible PM of relevant inquiries, bringing PM in to answer questions and map resolutions when appropriate, and continue communicating new developments as needed until resolved. Escalate inquiries to PM for assistance when appropriate and/or needed. Maintenance
Recurring Maintenance Items Track, manage, and ensure the punctual completion of recurring maintenance items, including but not limited to annual fire system and backflow tests. Following completion, review needed follow-up work, if any, with PM and complete accordingly. Once the pertinent system is deemed compliant by the subject local authority, document passing inspections/tests in SharePoint for future reference. Manage Yardi work order system, with such management to include keeping up-to-date inventories and schedules of property equipment subject to annual testing, in addition to any property-specific work that needs to occur on a regular basis. Work with the PM to determine the necessity of other as-needed annual or periodic maintenance, including but not limited to catch basin cleaning, lot striping, seal coating, roof cleaning and detailing, and pressure washing across all properties Non-Recurring Maintenance Items Receive and dispatch non-recurring maintenance items, either as submitted by tenants or as directed by PM, AM, or client. Keep appropriate parties informed of scheduling and completion of requested items. In the event the Landlord’s responsibility to complete such submitted item is questionable, accurately review the lease and provide summary to PM for approval prior to dispatching. Escalating items to PM for input as appropriate or needed. Report vagrant activity or campsites to the appropriate resources and assist PM in managing security contracts as needed. Distribute RFPs prepared by PM for capital projects and track, collate, and forward bid information to PM as received. Property Inspections
Perform comprehensive property inspection on inspection template no less than quarterly. General
Work with the balance of the team to maintain an accurate and up-to-date vendor list to be relied upon in the completion of maintenance-related duties. Upon request, draft memos to be dispatched to tenants in Commercial Café for PM review and approval. Distribute once approved. Upon request and receipt of needed items from PM, prepare maintenance and service contracts for PM review. Once approved, distribute to the appropriate signing parties, and once executed, file the fully executed contract in SharePoint for future reference. Assist with budget development by obtaining bids for common area maintenance items. Keep quick reference sheets and property maps up to date with routine audits Coordinate with PM to ensure coverage for onsite meetings with Tenants and vendors as needed. Assist PM with onsite meter readings and other periodic tasks. Periodic monitoring for after-hours calls as the third (or fourth, depending on internal contacts for coverage) contact on the after-hours call list. Expenses
Be able to utilize financial reports in Yardi to accurately speak to current budget variance status and utilize this information when strategizing the completion of maintenance items. Code invoices in Avid per budget with the goal of having invoices approved within three (3) business days of such invoices presence in the queue. Income
Work with PM to ensure rents are collected via correspondence with tenants. Accounts to be delegated between PM and APM depending on account status. Monthly Property Management Reports
Upload Yardi reports into base excel template and complete rough draft of report by the 10th of the month for PM approval. Lease Administration
Upon receipt of necessary information from PM, distribute execution ready documents through Adobe Sign to the needed parties. Be able to understand, locate, and summarize lease obligations pertaining to: Rent commencement and NNN commencement, if different Security deposit and/or prepaid rent obligations Option(s) terms, if any Permitted and Exclusive Use provisions Maintenance and repair obligations NNN Recovery and any CAM cap(s), base years, exclusions, and/or restrictions Termination rights and/or any rights of first refusal Assist PM with Welcome Letter drafting and distribution, along with Tenant Contact form and insurance requirements, as needed. Coordinate and confirm receipt of executed documents and items required for the delivery of premises. Confirm compliance of delivery items and coordinate key release to new tenancies in tandem with the PM. Insurance
As described above, work with new tenants to ensure compliant tenant insurance is received prior to key release. Request vendor insurance in advance of contracted work or repairs being completed on a property and confirm compliance before authorizing work to commence. General Office Assistance
One material intent of the assistant property manager position is to operate as foundational support to the day-to-day activities of an office. As such, general office duties, as described below, are to be delegated among employed APMs as follows: Weekly Rotation
Prepare office for opening, including opening kitchen and conference room blinds and preparing coffee. Prepare the office for closing, including wiping down kitchen and conference room tables, and closing blinds. Running dishwasher on Tuesdays and Fridays – or as needed – and putting away the dishes the following morning (or by the next team member the following Monday). Daily
Answer mainline phone calls and answer the doorbell system Qualifications
Preference will be given to candidates with an associate or bachelor’s degree 1 - 2 years of prior general business experience Prior property management or project management experience is preferred Self-starter who works well in a team environment and independently Strong reasoning, organizational, prioritization, problem-solving and customer service skills Ability to effectively communicate information and ideas orally and in writing Technologically and mathematically adept Proficiency in Microsoft Office applications with Excel experience a plus Must have own transportation for routine travel to properties
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External Relationships and Correspondence Develop and maintain service-oriented relationships with tenants, vendors, and patrons who are communicated with in the course of executing this job description. Act as the first line of communication during business hours for inquiries by any of such parties. Update the responsible PM of relevant inquiries, bringing PM in to answer questions and map resolutions when appropriate, and continue communicating new developments as needed until resolved. Escalate inquiries to PM for assistance when appropriate and/or needed. Maintenance
Recurring Maintenance Items Track, manage, and ensure the punctual completion of recurring maintenance items, including but not limited to annual fire system and backflow tests. Following completion, review needed follow-up work, if any, with PM and complete accordingly. Once the pertinent system is deemed compliant by the subject local authority, document passing inspections/tests in SharePoint for future reference. Manage Yardi work order system, with such management to include keeping up-to-date inventories and schedules of property equipment subject to annual testing, in addition to any property-specific work that needs to occur on a regular basis. Work with the PM to determine the necessity of other as-needed annual or periodic maintenance, including but not limited to catch basin cleaning, lot striping, seal coating, roof cleaning and detailing, and pressure washing across all properties Non-Recurring Maintenance Items Receive and dispatch non-recurring maintenance items, either as submitted by tenants or as directed by PM, AM, or client. Keep appropriate parties informed of scheduling and completion of requested items. In the event the Landlord’s responsibility to complete such submitted item is questionable, accurately review the lease and provide summary to PM for approval prior to dispatching. Escalating items to PM for input as appropriate or needed. Report vagrant activity or campsites to the appropriate resources and assist PM in managing security contracts as needed. Distribute RFPs prepared by PM for capital projects and track, collate, and forward bid information to PM as received. Property Inspections
Perform comprehensive property inspection on inspection template no less than quarterly. General
Work with the balance of the team to maintain an accurate and up-to-date vendor list to be relied upon in the completion of maintenance-related duties. Upon request, draft memos to be dispatched to tenants in Commercial Café for PM review and approval. Distribute once approved. Upon request and receipt of needed items from PM, prepare maintenance and service contracts for PM review. Once approved, distribute to the appropriate signing parties, and once executed, file the fully executed contract in SharePoint for future reference. Assist with budget development by obtaining bids for common area maintenance items. Keep quick reference sheets and property maps up to date with routine audits Coordinate with PM to ensure coverage for onsite meetings with Tenants and vendors as needed. Assist PM with onsite meter readings and other periodic tasks. Periodic monitoring for after-hours calls as the third (or fourth, depending on internal contacts for coverage) contact on the after-hours call list. Expenses
Be able to utilize financial reports in Yardi to accurately speak to current budget variance status and utilize this information when strategizing the completion of maintenance items. Code invoices in Avid per budget with the goal of having invoices approved within three (3) business days of such invoices presence in the queue. Income
Work with PM to ensure rents are collected via correspondence with tenants. Accounts to be delegated between PM and APM depending on account status. Monthly Property Management Reports
Upload Yardi reports into base excel template and complete rough draft of report by the 10th of the month for PM approval. Lease Administration
Upon receipt of necessary information from PM, distribute execution ready documents through Adobe Sign to the needed parties. Be able to understand, locate, and summarize lease obligations pertaining to: Rent commencement and NNN commencement, if different Security deposit and/or prepaid rent obligations Option(s) terms, if any Permitted and Exclusive Use provisions Maintenance and repair obligations NNN Recovery and any CAM cap(s), base years, exclusions, and/or restrictions Termination rights and/or any rights of first refusal Assist PM with Welcome Letter drafting and distribution, along with Tenant Contact form and insurance requirements, as needed. Coordinate and confirm receipt of executed documents and items required for the delivery of premises. Confirm compliance of delivery items and coordinate key release to new tenancies in tandem with the PM. Insurance
As described above, work with new tenants to ensure compliant tenant insurance is received prior to key release. Request vendor insurance in advance of contracted work or repairs being completed on a property and confirm compliance before authorizing work to commence. General Office Assistance
One material intent of the assistant property manager position is to operate as foundational support to the day-to-day activities of an office. As such, general office duties, as described below, are to be delegated among employed APMs as follows: Weekly Rotation
Prepare office for opening, including opening kitchen and conference room blinds and preparing coffee. Prepare the office for closing, including wiping down kitchen and conference room tables, and closing blinds. Running dishwasher on Tuesdays and Fridays – or as needed – and putting away the dishes the following morning (or by the next team member the following Monday). Daily
Answer mainline phone calls and answer the doorbell system Qualifications
Preference will be given to candidates with an associate or bachelor’s degree 1 - 2 years of prior general business experience Prior property management or project management experience is preferred Self-starter who works well in a team environment and independently Strong reasoning, organizational, prioritization, problem-solving and customer service skills Ability to effectively communicate information and ideas orally and in writing Technologically and mathematically adept Proficiency in Microsoft Office applications with Excel experience a plus Must have own transportation for routine travel to properties
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