SUMMARY

The Assistant Property Manager assists in the day-to-day operations of an assigned property portfolio, with an emphasis on vendor management, tenant relations, budgeting / forecasting, and monthly reporting.

RESPONSIBILITIES

Management Office & Staff

• Calendar updates (pass down/monthly calendars).
• Office management responsibilities
• Assist with operational communication and implementation of the property owner’s goals and objectives, communicating with engineers, vendors and tenants including producing & ensuring delivery of building memos.

Financial Management

• Review and approve invoices per Delegation of Authority
• Prepare monthly tenant billbacks, ensuring tenants are invoiced for all work beyond the requirements of the lease.
• Implement budgeted projects assigned to this role on time and within approved costs.
• Assist in the production of financial reports, providing variance explanations and re-forecasting information as requested.
• Lead AR collection efforts; following up with tenant and escalating issues to Property Manager
• Assist with AR reporting.
• Assist with preparation of annual budget, quarterly reforecasts, annual escalation and reconciliation letters and other accounting duties.

Tenant Management

• Maintain good tenant relations through regular personal contact responding to tenants’ concerns, complaints and proactively contacting tenant concerning their tenancy in the building.
• Plan and schedule tenant events; coordinate with vendors and lead tenant communications
• Respond to or further escalate complex tenant issues.
• Draft tenant memos and other communication

Vendor Management

• Complete property tours with vendors and follow up on issues to ensure resolution.
• Assist in the oversight of vendors responsible for the day-to-day maintenance and operation of the physical plant, to include but not limited to janitorial, landscaping, pest control, signage issues, day porters.
• Assist in the development/preparation of RFP’s, vendor specifications schedule and contract execution.
• Attend vendor meetings and track open items.

Property Appearance

• Participate in property inspection program with engineering and others.

Building Engines

• Track and respond to Tenant work orders and requests in Building Engines, ensuring tasks are completed in a timely and professional manner.
• Provide reports and compile billing information for monthly billbacks.
• Provide software training and administrative support to tenants.

Project Management

• Oversee vendor pass down information prior to access.
• Assist in oversight of projects, including contract bidding and analysis, creation of project budget, invoice review and job tracking.

Risk Management/Insurance

• Assist team with implementation of fire/life/safety program and training.
• Develop clear understanding of the Company and / or owners established emergency response procedures; participate in training as required and “on call” responsibilities.
• Ensure Certificate of Insurance policy developed by Company and/or Owner is strictly adhered to.

Leasing

• Ensure vacant spaces are always maintained per vacant space instructions.
• Process all tenant move-in and move-out forms and initiate janitorial or other services required by a lease.

Other

• Backup Property Management team.
• Train and mentor, the Property Administrator position, while developing supervisory and team-building skills.

SKILLS + ABILITIES

• Basic understanding of property accounting, the budget/forecast process and experience creating accounting reports and budgets.
• Basic understanding of leases and ability to abstract standard lease components.
• Strong Microsoft office suite skills
• Customer Service experience
• Professional communication skills, verbal and written.
• Ability to identify problems, research and make recommendations.
• Demonstrated supervisory skills.
• Excellent organizational and communication skills

MINIMUM QUALIFICATIONS

• 2+ years of administrative experience
• Proficient in MS Office suite, including Word, Excel
• Associate degree in business management (preferred) or equivalent body of knowledge or experience
• Commercial Real Estate experience preferred

Equal Opportunity Employment

Urban Renaissance Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.