Commercial Assistant Property Manager
Evergreen Medical Properties, Providence, Rhode Island, us, 02912
Overview
Assistant Property Manager : The Assistant Property Manager reports directly to the Property Manager, responsible for functions of the property management office and property management team and works directly with the Tenants to meet their service needs.
Essential Functions
Perform regular property inspections to guarantee that services are performed at the appropriate level of standards.
Obtain bids from various vendors and select appropriate vendor to perform work.
Collect all closeout documents at the end of each project to include O&M manuals and final lien waivers.
Negotiate, execute, and administer service contracts.
Oversee all service contracts and vendor relations such as pest control, lot sweeping, landscaping, janitorial, security and trash removal, etc.
Ensure all managed sites are operating according to state and local building codes.
Ensure emergency evacuation procedures and life safety systems are updated and in effect.
Oversee purchasing for supplies and services in accordance with annual budget and within spending limits and guidelines.
Approve invoices for operating expenses.
Maintain tenant request/contact logs and ensure requests are responded to in a timely fashion.
Monitor and review preventive maintenance programs.
Prepare tenant memos and correspondence as directed by the manager regarding building holidays and other upcoming events.
Ensure all tenant work order requests are handled timely, closed out and completed.
Review, update and revise as necessary the tenant handbook and emergency procedures. Coordinate distribution of updates or revisions to all tenants.
Work with the property manager and engineering staff to plan the annual safety warden meeting and fire drill as well as other periodic inspections and testing.
Responsible for accounting functions including:
Prepare monthly financial reports, i.e., accruals, variances, AR and capital reserves with input from the property management team and respond to accounting for month end close.
Prepare annual operating budgets with input from the property management team.
Prepare annual real estate tax, insurance, condo or other billings where applicable.
Ensure engineers complete electrical consumption meter readings. Calculate and bill sub metered electric costs.
Ensure all energy consumption tracking sheets and sites are updated monthly.
Collect and maintain tenant COIs. Assist the lease administration manager to ensure coverage meets the stated lease amounts and endorsements are included where applicable.
Follow up with tenants regarding outstanding AR balances and prepare collection notices and letters of default.
Collect and maintain vendor COIs. Assist the property manager to ensure coverages meet stated contract amounts and endorsements are included.
Performs other duties as assigned by the Property Manager to support the property management team and meet operational requirements of the portfolio and organization.
Qualifications / Requirements
Bachelor’s Degree preferred.
3 to 5 years of relevant real estate experience with commercial property management experience a plus.
Strong interpersonal, communication and organizational skills.
Ability to simultaneously manage multiple projects.
Proficient in accounting software and Microsoft Office Suite.
Accounts Payable & Accounts Receivable experience required.
The ability to work flexible hours which may exceed 8 hours per day or 40 hours per week.
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Essential Functions
Perform regular property inspections to guarantee that services are performed at the appropriate level of standards.
Obtain bids from various vendors and select appropriate vendor to perform work.
Collect all closeout documents at the end of each project to include O&M manuals and final lien waivers.
Negotiate, execute, and administer service contracts.
Oversee all service contracts and vendor relations such as pest control, lot sweeping, landscaping, janitorial, security and trash removal, etc.
Ensure all managed sites are operating according to state and local building codes.
Ensure emergency evacuation procedures and life safety systems are updated and in effect.
Oversee purchasing for supplies and services in accordance with annual budget and within spending limits and guidelines.
Approve invoices for operating expenses.
Maintain tenant request/contact logs and ensure requests are responded to in a timely fashion.
Monitor and review preventive maintenance programs.
Prepare tenant memos and correspondence as directed by the manager regarding building holidays and other upcoming events.
Ensure all tenant work order requests are handled timely, closed out and completed.
Review, update and revise as necessary the tenant handbook and emergency procedures. Coordinate distribution of updates or revisions to all tenants.
Work with the property manager and engineering staff to plan the annual safety warden meeting and fire drill as well as other periodic inspections and testing.
Responsible for accounting functions including:
Prepare monthly financial reports, i.e., accruals, variances, AR and capital reserves with input from the property management team and respond to accounting for month end close.
Prepare annual operating budgets with input from the property management team.
Prepare annual real estate tax, insurance, condo or other billings where applicable.
Ensure engineers complete electrical consumption meter readings. Calculate and bill sub metered electric costs.
Ensure all energy consumption tracking sheets and sites are updated monthly.
Collect and maintain tenant COIs. Assist the lease administration manager to ensure coverage meets the stated lease amounts and endorsements are included where applicable.
Follow up with tenants regarding outstanding AR balances and prepare collection notices and letters of default.
Collect and maintain vendor COIs. Assist the property manager to ensure coverages meet stated contract amounts and endorsements are included.
Performs other duties as assigned by the Property Manager to support the property management team and meet operational requirements of the portfolio and organization.
Qualifications / Requirements
Bachelor’s Degree preferred.
3 to 5 years of relevant real estate experience with commercial property management experience a plus.
Strong interpersonal, communication and organizational skills.
Ability to simultaneously manage multiple projects.
Proficient in accounting software and Microsoft Office Suite.
Accounts Payable & Accounts Receivable experience required.
The ability to work flexible hours which may exceed 8 hours per day or 40 hours per week.
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