Assistant Property Manager
Deep River Commercial, Greensboro, NC, United States
Overview
The Assistant Property Manager supports the Property Manager(s) in the day-to-day management of commercial properties. This role is designed to build foundational knowledge in commercial property operations, tenant relations, vendor coordination, and reporting while providing consistent, and often heavy, administrative and operational support across the portfolio. The Assistant Property Manager plays a key role in ensuring tasks are tracked, followed up on, and completed in a timely and professional manner. Essential Job Functions
Property Operations and Tenant Support
Coordinate and track tenant requests, ensuring timely resolution and escalation as needed Support the Property Manager with tenant communications, issue follow up, and service coordination Assist with move in and move out coordination, including scheduling, documentation, and correspondence Support routine property inspections and track follow up items Assist with maintenance request tracking and vendor follow up
Reporting and Documentation
Assist with preparation of property specific monthly reports Maintain accurate tenant, vendor, and property records Support lease abstracting and tracking of key lease data as directed Maintain property files, contact lists, and documentation within company systems Coordinate vendor access, site meetings, and service scheduling Assist with preparation of vendor contracts, W 9 collection, lien waivers, and related documentation Coordinate certificates of insurance tracking with third party COI vendor Track vendor compliance documentation and follow up as needed
Communications
Prepare and manage property communications including notices, tenant correspondence, and mass communications using company systems Support tenant onboarding and welcome communications Maintain accurate tenant and property contact records across platforms Assist with tenant information forms and portal updates, including Building Engines or similar platforms Update tenant and property handbooks as needed
Accounting Support
Assist with invoice processing and approval workflows, including Avid Exchange Support billing processes for property owner associations as directed Assist with tenant bill backs including utilities, HVAC, and other recoverable charges Track vacancy related service updates such as janitorial adjustments
Records Management
Establish and maintain electronic files for new properties and tenants Maintain organized and accurate property, tenant, and management agreement files Support document retention, conversion, and destruction policies
Additional Responsibilities
Manage access control records and updates for assigned properties Coordinate meetings, site visits, and occasional catering as needed Assist with research and special projects related to property operations Perform other duties as assigned related to property management and operations
Skills and Professional Development
Strong organizational skills with attention to detail and follow through Professional written and verbal communication skills Ability to manage multiple tasks and priorities across several properties Willingness to learn commercial leases, property operations, and financial concepts Comfortable working with property management software and technology platforms
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The Assistant Property Manager supports the Property Manager(s) in the day-to-day management of commercial properties. This role is designed to build foundational knowledge in commercial property operations, tenant relations, vendor coordination, and reporting while providing consistent, and often heavy, administrative and operational support across the portfolio. The Assistant Property Manager plays a key role in ensuring tasks are tracked, followed up on, and completed in a timely and professional manner. Essential Job Functions
Property Operations and Tenant Support
Coordinate and track tenant requests, ensuring timely resolution and escalation as needed Support the Property Manager with tenant communications, issue follow up, and service coordination Assist with move in and move out coordination, including scheduling, documentation, and correspondence Support routine property inspections and track follow up items Assist with maintenance request tracking and vendor follow up
Reporting and Documentation
Assist with preparation of property specific monthly reports Maintain accurate tenant, vendor, and property records Support lease abstracting and tracking of key lease data as directed Maintain property files, contact lists, and documentation within company systems Coordinate vendor access, site meetings, and service scheduling Assist with preparation of vendor contracts, W 9 collection, lien waivers, and related documentation Coordinate certificates of insurance tracking with third party COI vendor Track vendor compliance documentation and follow up as needed
Communications
Prepare and manage property communications including notices, tenant correspondence, and mass communications using company systems Support tenant onboarding and welcome communications Maintain accurate tenant and property contact records across platforms Assist with tenant information forms and portal updates, including Building Engines or similar platforms Update tenant and property handbooks as needed
Accounting Support
Assist with invoice processing and approval workflows, including Avid Exchange Support billing processes for property owner associations as directed Assist with tenant bill backs including utilities, HVAC, and other recoverable charges Track vacancy related service updates such as janitorial adjustments
Records Management
Establish and maintain electronic files for new properties and tenants Maintain organized and accurate property, tenant, and management agreement files Support document retention, conversion, and destruction policies
Additional Responsibilities
Manage access control records and updates for assigned properties Coordinate meetings, site visits, and occasional catering as needed Assist with research and special projects related to property operations Perform other duties as assigned related to property management and operations
Skills and Professional Development
Strong organizational skills with attention to detail and follow through Professional written and verbal communication skills Ability to manage multiple tasks and priorities across several properties Willingness to learn commercial leases, property operations, and financial concepts Comfortable working with property management software and technology platforms
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