Assistant Commercial Property Manager

DUTIES AND RESPONSIBILITIES:

The Assistant Property Manager is responsible for administration of all tenant leases, billing and collecting tenant receivables, generating monthly reports for owners, preparing vendor service and construction contracts, supervising vendor and contractor services and assisting in annual budget preparation. The Assistant Property Manager is also responsible for assisting the Property Manager with his/her duties as necessary.

A.Lease Administration
1.Fully abstract all leases and review Lease Profile and Rent Rolls monthly for accuracy.
2.Obtain tenant insurance certificate and review for accuracy to ensure compliance with lease agreement.
3.Compile and maintain complete lease files on all tenants including tenant move-in information and accounting correspondence.
4.Obtain tenant contact information, and add to tenant contact list for property.
5.Assist with the preparation of lease market rate documentation.

B.Bill and Collect all Tenant Receivables
1.Review rental statements for accuracy and mail out to tenants.
2.Deposit daily receipt of tenant rent payments and send copies of checks, bank deposit slip and receipt to accounting daily.
3.Follow AR procedures on collection of rents.
4.Coordinate month-end close with Senior Accountant to ensure billing adjustments and invoices are paid and/or accrued accurately.

5.Perform and/or assist Property Manager with annual common area maintenance expense reconciliation and estimated expense charge accounting.

C.Monthly Reports
1.Run monthly budget variance reports complete with variance explanations (as necessary), delinquency reports, rent rolls, income statement and general ledger, etc. and send to owners with executive summary for month.
2.Generate monthly insurance expiration reports of tenant’s insurance policies and keep updated.

D.Property Files and Insurance
1.Set up and maintain tenant and vendor files for property per company procedure.
2.Set up and maintain tracking of tenant and vendor insurance certificates, including compliance to agreement and expiration.
3.Set up and maintain tenant contact lists, including emergency contact data.
4.Set up and maintain vendor contact list, including emergency contact data.

E.Vendor Supervision
1. Bid vendor service contracts and construction contracts.
2. Prepare service and construction contracts.
3. Supervise vendor services and construction work on properties.
4. Ensure construction rules and regulations on property are being met.
5. Perform job inspections with service vendors and construction vendors.

F.Assist Property Manager
1.Assist in annual budget preparation package for owner.
2.Periodically walk all common areas and vacant space in property and maintain upkeep with janitorial and engineering staff.
3.Maintain tenant relations with regular tenant visits and phone calls.
4.Assist with the preparation and tracking of capital expense requests.
5.Act as liaison between construction manager and tenant during build-out phase of tenant suite.
6.Distribute all new move-in information to tenants upon lease execution and arrival in building.
7.Assist in leasing efforts with Leasing Agent and Property Manager and show available space and copying space plans for prospective tenants.
8.Assist in meeting Owner’s goals and objectives for each property as necessary.
9.Assist manager with other duties as needed from time to time.
REQUIREMENTS
Bachelor’s degree (B.A.) from a four-year college or university in business, or management, experience may substitute some or all of this requirement.

Requires 2+ year’s related experience and/or training.

Condo. Association management preferred.

RPA or CPM certification a plus.

Must have professional and proven communication skills, both written and verbal.

Should be highly experienced in MS Word and Excel, and other computer applications, MRI experience preferred.

Successful candidates will have a team-player mentality.

Must have a background or basic knowledge in building operations.