Assistant Property Manager

Description

The Assistant Property Manager functions in conjunction with the Property Managers and SVP of Operations to manage all aspects of the property operations, in addition to providing general administrative support to NAI Hallmark.

Essential Duties and Responsibilities 

• Performs a variety of administrative and clerical tasks for assigned staff:
• Drafts notices to building owner, tenants, and vendors based on direction and documentation from Property Managers
• Collects and tracks tenant and vendor certificates of insurance and maintains a follow-up system for expirations.
• Organize and maintain NAI Hallmark Property Management server files.
• Regularly monitor work order software to assure prompt response to property specific issues. To include assigning work orders to correct NAI Hallmark personnel or outside vendor.
• Responsible for accounts receivable by monitoring and updating reports, corresponding with tenants, and sending delinquent letters when necessary.
• Prepares vendor contracts and ensures vendors are compliant with vendor requirements.
• Assist in development and maintenance of a New Tenant Welcome Package and other building information.
• Corresponds with tenants and vendors when directed.
• Assists Property Manager with onsite functions such as property inspections, delivery of tenant correspondence, vendor coordination, and emergency response.
• Manage the operations of 1-2 commercial properties.
• In the absence of or under the direction of the Property Manager or SVP of Operations, responsible for property operations, fiscal management and lease administration at all specified properties which include:
• Performing monthly on-site property inspections and completing corresponding inspection paperwork
• Identifying and bringing immediate resolution to public safety concerns and hazards on properties
• Identifying and bringing timely resolution to routine maintenance issues and non-capital property upgrades 
• Bidding, negotiating, and supervising all maintenance related vendor contract work on properties.
• Writing vendor scope of work information into contracts and conducting quality control inspections of work
• Creating and maintaining vendor relationships and sourcing for new vendors when necessary
• Producing quarterly reports to show variances in budget/forecast versus actual expenditures.
• Ensuring CAM revenue is effectively used to promote the overall asset health while protecting profitability.
• Responsibility to create and gather approval for budgeted CAM projects as defined by Company guidelines.

Other Duties and Team Responsibilities

• Responsible for working on miscellaneous and ad hoc projects as designated by upper management and on an as needed basis.
• Responsible to function as a willing and able team player, within the structure of the Property Management department as well as within the entire company as a whole, projecting a positive working relationship with all involved parties, and recognizing the role that Property Management plays as an internal service provider for other NAI Hallmark Departments

Requirements

  Commitment to Core Values 

At NAI Hallmark we are committed to our Core Values. Each team member is challenged to let these Core Values guide their daily interactions with clients, customers and business partners. NAI Hallmark’s Core Values are:  

• Relationship Driven 
• Team Oriented 
• Client Centric Focus 
• Constant Improvement 
• Integrity  
• Passionate 

Qualifications

• A minimum of 2 years of related experience in a commercial property operations environment
• Excellent quantitative, analytical, sales, and negotiating skills are required along with strong problem solving and time-management skills and the ability to pay close attention to detail.
• Must be a proven professional: Trustworthy and able to handle confidential and sensitive information appropriately.
• Must be self-motivated with the ability to multi-task and thrive in a dynamic team environment. 
• Some travel is necessary to successfully perform the essential duties outlined.
• Must possess the ability to communicate effectively with all levels of company management, tenants, governmental entities, and legal counsel through both written and verbal interaction.
• Bachelor’s degree from a 4-year college or university