Assistant Property Manager

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


Job Description

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.

GENERAL JOB DUTIES AND RESPONSIBILITIES:

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.

KNOWLEDGE AND EXPERIENCE
  • 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

d1c4e4088

Wed, 13 Sep 2017 11:45:41 PDT

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