Assistant Property Manager

Reputed Company
Long Beach, CA
Sep 14, 2017
Jobs Outside Higher Education
Other Jobs Outside Higher Education
Institution Type
Outside Academe

Job Description


Requirement- A minimum of 2-3 years working in commercial real estate with property management;

DIRECTLY REPORTS TO: Senior Property Manager

JOB SUMMARY: Full range of administrative support for in-house managed properties.

SKILLS REQUIRED: Must be self-motivated and possess excellent phone etiquette, convey professionalism and must be highly organized. Solid understanding of office procedures; typing skills 60+; excellent spelling and grammar; and highly computer literate with Word and Excel. Good math skills are essential.


1. General Administration:

• Maintain property tenant contact, tenant emergency contact, and vendor contact lists for access by the company.

• Maintain an organized file system (tenant, vendor and project).

• Maintain all (applicable) buildings' mailbox, lockboxes, and key records.

• Responsible for all file set up, organization and maintenance.

2. Accounting: Payables/Receivables

• Responsible for coding and generating vendor invoices for review and approval by the PM.Responsible for follow up on any outstanding vendor invoices and resolving discrepancies in a timely manner.

• Responsible for running current aging reports each month. Contact tenants via phone and/or email for outstanding receivables. Provide PM with status update.

• Prepare and have served 3 day notices as needed.

• Create all tenant bill backs, cam monthly billing.

• Create Lease Change Notices for review/approval by PM.

• Interface with accounting department as necessary.

• Prepare and track Tenant utilities and after-hours HVAC billings as applicable.

• Assist with compilation of information/data for annual budget preparation and solicit contractor bids, as needed.

• Assist PM with cam reconciliation and cam estimates.

• Assist PM in completing monthly budget variance reports.

3. Insurance Compliance:

• Monitor and chart the renewal or submittal of insurance certificate for tenants and vendors.

• Prepare incident report forms and submit to Insurance company agent as needed.

4. Property Management/Leasing

• Assist PM with property walks and preparation of vendor/janitorial/construction/inspections or work punch lists.

• Prepare initial Lease Abstracts for Manager review and approval by PM.

• Prepare the Lease Expiration report monthly for review and planning with PM.

• Maintain customer Haz Mat compliance tracking log, documenting communication with tenants if applicable

• Prepare Notices of Non-responsibility when tenants perform work/construction with prior approval.

• Follow up with vendors to confirm timely completion of ordered work and punch list items.

5. Tenant Relations:

• Assist PM in coordinating all tenant appreciation events.

• Maintain signage program at each site, including directory boards, tenant suite signs, floor directory signs, evacuation and restroom signs, etc.

• Prepare and distribute all tenant memos and notifications.

• Facilitate tenant move-in/move- outs.

6. Vendor Relations:

• Responsible for assisting the asset management team with walk throughs and follow up requests.

• Prepare vendor purchase orders for review and approval. Open and close work orders in software system as needed

• Track and order misc supplies as needed for all locations. Work with onsite managers to assist them in completing their orders and check pricing as well.

  • Bachelors degree in Finance, Business or similar areas.
  • A minimum of 3 years working in commercial real estate with property management;
  • Must have know-how and experience with financial accounting in commercial real estate, financial reporting and budgeting.
  • Strong literacy in MS Word and Excel.
  • Highly organized and skilled with time management.
  • Good customer service/tenant relation skill required.
  • Excellent communications skills (written reports/analysis and oral presentation).
  • Ability to work under pressure, in a time sensitive environment.

Long Beach, CA


Wed, 13 Sep 2017 11:45:41 PDT