Assistant Property Manager
IDS Real Estate Group, Los Angeles, California, United States, 90079
IDS Real Estate Group is seeking an Assistant Property Manager for an 8-story, approximately 166K sf Class “A” office building in Burbank, CA. The building, located in the Burbank Media District, is currently occupied by a mix of entertainment industry and professional service tenants. The position involves assisting the Senior Property Manager onsite with the day-to-day management.
Job Description
Answers tenant calls. Logs and responds to requests.
Responds to all telephone and electronic messages promptly, but in no case later than 24 hours.
Types, thoroughly proofreads, and emails/photocopies all correspondence for all assigned individuals.
Maintains chronological files.
Purges the computer of unnecessary documents in accordance with Firm policies and procedures.
If APM is the first person in the office, they are responsible for checking with the answering service each morning for overnight messages. At the close of each business day and/or if they are last in the office, they are responsible for forwarding the telephone to the answering service/security desk and locking the front office door.
Assists SPM and assigned individuals in special projects.
Supervises vendors, maintenance personnel, and repair contractors. Uses Work Follow-Up forms to track progress.
Assists in the supervision of building personnel, including engineers, security, parking, and janitorial staff.
Assists SPM on regular property inspections and site visits of third-party vendors.
Prepares, updates, and logs vendor and contractors Purchase/Work Orders and insurance certificate requirements.
Reviews specifications of service contracts.
Maintains good management relations with all tenants, vendors and on-site staff.
Requires very strong tenant, broker, and client relations.
Interfaces with Accounting Staff in the maintenance of accounting records for managed properties.
Prepares Tenant Information Sheets to be input into accounting system by Accounting Staff.
Reviews Schedule of Charges report, indicating changes if necessary.
Prepares monthly accruals for review by SPM and Accounting Staff
Prepares Budget Variance Reports in conjunction with SPM.
Prepares monthly statement letter for review by SPM and Accounting Staff.
Compiles and maintains Property Emergency Information data file and Tenant Emergency Information in the Tenant Directory contained in the Emergency Information Database for assigned properties.
Prepares security deposit statements forms for approval of SPM\REM.
Processes invoices for SPM/REM’s review and approval.
Prepares operating expense reports, operating and financial statements.
Compiles data and prepares annual CAM reconciliation for review by SPM/REM.
Calculates tenant CPI adjustments and prepares draft letters for review by SPM/REM and Accounting Staff.
Prepares annual insurance and property tax bill-back for review by SPM/REM.
Prepares monthly and above-standard utility charge billings to Tenants for review by SPM/REM.
Assists PM/REM in the preparation of market and financial analysis.
Assists SPM with property inspections and audits.
Compiles data and prepares draft of annual property budget for review by SPM/REM.
Assists SPM/REM in the completion of non-administrative duties of the Property Takeover List.
Makes delinquent rent calls, assesses late charges according to Lease provisions, and assists SPM/REM with recommendations on follow-up actions.
Prepare and carry out a set of goals for professional development.
Reviews guidelines and procedures in IDS Gray Book.
Qualifications and Credentials Education and Special Training:
Experience in management of Class A office preferred.
Must have excellent Microsoft Office and analytical skills.
Knowledge of Yardi accounting a PLUS
Special Knowledge and Skills:
Proficient in all aspects of Property Administrator Skill Checklist.
Competency in general office procedures.
Competency in all utilized computer programs and functions necessary to perform real estate management functions.
Knowledge of accounting principles and procedures.
Competent in verbal and written communication.
Problem solving ability.
Measures of Success:
Organization and accuracy of work.
Ability to effectively manage multiple tasks and duties timely and accurately.
Attitude and teamwork with all professional relationships, both internal and external.
Professional demeanor and courtesy.
Physical Demands and Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics are representative of those the incumbent will experience while performing the essential functions of this job.
Normal exposure to weather and temperature extremes usually found in office environments and outside ambient exposures.
Extended hours required when necessary (e.g. financial reports, CAM reconciliation, annual budgets, special projects, etc.)
Considerable level of compliance with internal process and procedures.
Significant weekly, monthly and Quarterly deadlines for accurate work product and reports.
Environment with high standards for quality, accuracy, analysis and interpretation.
Physical Effort
Normal physical mobility that includes movement from place to place.
Normal physical agility, that includes ability to maneuver body while in place.
IDS Real Estate Group is a dynamic, full-service commercial real estate services firm providing development and construction management, property management, acquisition, disposition, advisory, and tenant services to institutional and private clients. The portfolio consists of over 37 million square feet of Office, Industrial, and Retail properties. IDS is an Equal Opportunity Employer.
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Job Description
Answers tenant calls. Logs and responds to requests.
Responds to all telephone and electronic messages promptly, but in no case later than 24 hours.
Types, thoroughly proofreads, and emails/photocopies all correspondence for all assigned individuals.
Maintains chronological files.
Purges the computer of unnecessary documents in accordance with Firm policies and procedures.
If APM is the first person in the office, they are responsible for checking with the answering service each morning for overnight messages. At the close of each business day and/or if they are last in the office, they are responsible for forwarding the telephone to the answering service/security desk and locking the front office door.
Assists SPM and assigned individuals in special projects.
Supervises vendors, maintenance personnel, and repair contractors. Uses Work Follow-Up forms to track progress.
Assists in the supervision of building personnel, including engineers, security, parking, and janitorial staff.
Assists SPM on regular property inspections and site visits of third-party vendors.
Prepares, updates, and logs vendor and contractors Purchase/Work Orders and insurance certificate requirements.
Reviews specifications of service contracts.
Maintains good management relations with all tenants, vendors and on-site staff.
Requires very strong tenant, broker, and client relations.
Interfaces with Accounting Staff in the maintenance of accounting records for managed properties.
Prepares Tenant Information Sheets to be input into accounting system by Accounting Staff.
Reviews Schedule of Charges report, indicating changes if necessary.
Prepares monthly accruals for review by SPM and Accounting Staff
Prepares Budget Variance Reports in conjunction with SPM.
Prepares monthly statement letter for review by SPM and Accounting Staff.
Compiles and maintains Property Emergency Information data file and Tenant Emergency Information in the Tenant Directory contained in the Emergency Information Database for assigned properties.
Prepares security deposit statements forms for approval of SPM\REM.
Processes invoices for SPM/REM’s review and approval.
Prepares operating expense reports, operating and financial statements.
Compiles data and prepares annual CAM reconciliation for review by SPM/REM.
Calculates tenant CPI adjustments and prepares draft letters for review by SPM/REM and Accounting Staff.
Prepares annual insurance and property tax bill-back for review by SPM/REM.
Prepares monthly and above-standard utility charge billings to Tenants for review by SPM/REM.
Assists PM/REM in the preparation of market and financial analysis.
Assists SPM with property inspections and audits.
Compiles data and prepares draft of annual property budget for review by SPM/REM.
Assists SPM/REM in the completion of non-administrative duties of the Property Takeover List.
Makes delinquent rent calls, assesses late charges according to Lease provisions, and assists SPM/REM with recommendations on follow-up actions.
Prepare and carry out a set of goals for professional development.
Reviews guidelines and procedures in IDS Gray Book.
Qualifications and Credentials Education and Special Training:
Experience in management of Class A office preferred.
Must have excellent Microsoft Office and analytical skills.
Knowledge of Yardi accounting a PLUS
Special Knowledge and Skills:
Proficient in all aspects of Property Administrator Skill Checklist.
Competency in general office procedures.
Competency in all utilized computer programs and functions necessary to perform real estate management functions.
Knowledge of accounting principles and procedures.
Competent in verbal and written communication.
Problem solving ability.
Measures of Success:
Organization and accuracy of work.
Ability to effectively manage multiple tasks and duties timely and accurately.
Attitude and teamwork with all professional relationships, both internal and external.
Professional demeanor and courtesy.
Physical Demands and Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics are representative of those the incumbent will experience while performing the essential functions of this job.
Normal exposure to weather and temperature extremes usually found in office environments and outside ambient exposures.
Extended hours required when necessary (e.g. financial reports, CAM reconciliation, annual budgets, special projects, etc.)
Considerable level of compliance with internal process and procedures.
Significant weekly, monthly and Quarterly deadlines for accurate work product and reports.
Environment with high standards for quality, accuracy, analysis and interpretation.
Physical Effort
Normal physical mobility that includes movement from place to place.
Normal physical agility, that includes ability to maneuver body while in place.
IDS Real Estate Group is a dynamic, full-service commercial real estate services firm providing development and construction management, property management, acquisition, disposition, advisory, and tenant services to institutional and private clients. The portfolio consists of over 37 million square feet of Office, Industrial, and Retail properties. IDS is an Equal Opportunity Employer.
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