Assistant Property Manager

Overview

The Assistant Property Manager plays a pivotal role in supporting the management and operational oversight of a commercial office portfolio owned by a third-party investor or ownership group. This position is responsible for assisting in all aspects of property management, including tenant relations, building operations, financial administration, and vendor management. The Assistant Commercial Property Manager works closely with the Senior Property Manager and property management team to ensure the portfolio’s properties are maintained to high standards, all tenant needs are addressed promptly, and ownership objectives are met.

Responsibilities

• Provide excellent customer service and cultivate positive relationships with current and prospective tenants.
• Assist with the preparation and distribution of tenant communications, newsletters, and notifications regarding building operations and events.
• Track service requests and ensure completion within established timeframes; follow up with tenants to ensure satisfaction.
• Help organize and participate in tenant appreciation events and engagement initiatives.
• Support the daily operations of the building(s), ensuring all facilities are clean, safe, and function efficiently.
• Conduct regular property inspections and document findings, report maintenance issues or hazards to the Senior Property Manager.
• Assist in overseeing building maintenance, janitorial, landscaping, and security services provided by third-party vendors.
• Coordinate with contractors and vendors for routine maintenance, repairs, and capital improvement projects; monitor progress and quality of work.
• Ensure compliance with safety regulations, building codes, and company standards.
• Process accounts payable and receivable, ensuring invoices are coded and submitted accurately and on time.
• Assist in the preparation of monthly financial reports, operating budgets, and variance analyses for the property or portfolio.
• Track rent collections, monitor delinquencies, and follow up with tenants as needed to resolve outstanding balances.
• Help maintain accurate records of tenant leases, amendments, and rent escalations in property management software.
• Assist in soliciting bids and proposals for building services and supplies; help evaluate vendor performance and pricing.
• Maintain files on all contracts, insurance certificates, and compliance documentation.
• Monitor contract renewals and expiration dates, notifying the Senior Property Manager of upcoming deadlines.
• Provide general administrative support to the property management team, including answering phones, managing emails, and scheduling appointments.
• Prepare correspondence, meeting agendas, meeting minutes, and presentation materials as required.
• Maintain organized digital and physical files for all property-related documentation.
• Assist with onboarding new team members or temporary staff as needed.
• Assist in ensuring properties comply with local laws, zoning ordinances, and environmental regulations.
• Help coordinate periodic audits, fire/life safety inspections, and emergency drills.
• Support the implementation of risk management strategies, including incident reporting and investigation.
• Attend regular team meetings and training sessions.
• Perform other duties as assigned by the Senior Property Manager or Director of Property Management.
• Other tasks as assigned.

Qualifications

• Bachelor’s degree in business, real estate, property management, or a related field preferred; relevant work experience may substitute for education.
• 1-3 years of experience in commercial property management, real estate, or a related sector.
• Familiarity with commercial office properties and building systems (HVAC, elevators, security, etc.) is highly desirable.
• Experience with Yardi is strongly preferred but not required
• Must be able to work under pressure and meet deadlines during peak periods.
• Working knowledge of web-based work order systems, such as Angus, Facility Manager, Building Engines, ETS, or similar, is a plus.
• Excellent interpersonal, communication, and customer service skills.
• Strong organizational and time-management abilities, with attention to detail and accuracy.
• Ability to prioritize, multitask, and proactively solve problems in a fast-paced environment.
• Basic understanding of commercial leases, budgeting, and financial reporting.
• Capacity to work both independently and as part of a collaborative team.
• Valid driver’s license and ability to travel between properties as needed.

Compensation: $30.00 - $35.00 per hour. We offer a competitive benefits package for full-time, regular team members that includes group medical, dental, vision, life and disability benefits, critical illness and accident insurance. Additionally, we provide participation in pre-tax flexible benefits plans for healthcare and dependent care reimbursement and an employee assistance program. We also offer paid time off, paid holidays, and are proud to offer participation in a 401(k) plan with a company match!

 

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