The Assistant Property Manager will learn the role of a property manager while training alongside the Sr. Property Manager and Chief Engineer and supporting each team member in their day-to-day quest to achieve the business plan goals for the property.
MINIMUM QUALIFICATIONS REQUIRED: - 2 or more years of property management experience preferred.
- Must have experience in administration and management of resources.
- Experience with property management software preferred.
- Proficiency in computer applications, including Microsoft Office, is required
ESSENTIAL JOB FUNCTIONS:Administrative - Assist in meeting the day to day property management & administrative demands of the property, including but not limited to, reporting, filing, tracking, organizing information.
- Assist in administration of leases and contracts
- Coordinate property events as needed (fire drills, evacuations, holiday lunches, tenant meetings)
- Maintain COI information for tenants. Track expiration dates and coverage
- Review leases and prepare tenant files and related trackers
- Update emergency, tenant, internal and external team, contractor, and vendor contact lists
- Prepare and manage insurance claims
- Support compliance of the Operations Calendar and JCMC Operations Guide
Vendor and Vendor Contract Management - Assist with developing and maintaining positive vendor relationships
- Assist with negotiating and managing service contract agreements
- Assist in preparing and managing bid documents related to operating and capital expense projects
- Prepare and track contract agreements, work orders, purchase orders, and job cost forms for approved projects
- Manage A/P of invoices while resolving vendor calls and issues regarding payment of invoices
- Review and approve operating expense invoices; compare to service agreements, contracts, work orders and purchase orders for accuracy
- Manage and distribute daily contractor activity schedules
- Assist vendors and contractors in setting up registration in ERC and Nexus
- Maintain COI information for vendors and contractors by tracking expiration dates and coverage
- Assist with monitoring of Work Order submissions and tenant requests
Financial and Budgeting - Assist in budget creation, collecting quotes for budget, reforecasts, and other financial reporting
- Manage the tracking, recoveries, and analysis of property utilities.
Tenant Relations - Respond to tenant needs, ensuring that appropriate departments resolve promptly
- Coordinate tenant move-ins and move-outs
- Maintain rapport with tenants
Special Projects - Manage special projects as assigned by Senior Property Manager or Executive Management.
- Sending Tenant's property updates.
- Assisting in Marketing efforts & events.
Miscellaneous - Ability to work in a small team environment, with willingness to assist other team members to achieve company, property, and ownership goals.
- Maintain a willingness to learn and grow professionally.
- Familiarity with CRE financial reporting software (MRI, Kardin, Yardi, etc.).
- Participate in Manager-On-Call/Manager-On-Duty weekend and holiday rotation.
- This is a full-time, property-level position with no remote or hybrid work schedule. The small office team necessitates all personnel work on-property to meet the daily needs of the asset and provide best in class property management to our tenants and stakeholders.
IMPORTANT JOB FUNCTIONS: - Performs other related duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of: - All computer applications (Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Adobe Acrobat, etc.) and hardware related to performance of the essential functions of the job
Skill in: - The ability to meet deadlines, prioritize and accomplish work in order of priority
- Professionally maintaining composure & effectiveness under pressure and changing conditions
- Being flexible and adaptable to changing timelines and needs
- Proofreading and editing documents
- Self-motivation and collaboration
- Conflict management resolution
- Problem solving