Assistant Property Manager

Responsible for day-to-day oversight of all tenant correspondence, administration of tenant lease agreements, billing and collecting tenant receivables (AR), processing and mailing invoices (AP), preparing monthly and quarterly reports, assisting in annual budget preparation, event planning, vendor correspondence and assisting the Property Manager with special projects as necessary.

Job Responsibilities:

General Administrative Duties

• Oversee day to day office communication
• Maintain office supply inventory
• Draft memos and correspondence
• Enter tenant work tickets in online work order system
• Organize lease, vendor and building files
• Administer tenant security key cards and activation approval process
• Maintain office contact list including tenant contacts, management office contacts and emergency contacts
• Update office calendar for building, accounting, and other project specific deadlines

Assist the Property Manager

• Conduct routine building inspections
• Perform janitorial inspections
• Maintain tenant relations and coordinate quarterly tenant meetings
• Manage tenant move in process
• Assist construction manager and tenant during build-out phase of tenant suite
• Assist with touring available space to prospective tenants upon request
• Prepare vendor contracts
• Assist in annual budget preparation package

Process Accounts Payable

• Adhere to the accounting deadlines to ensure no delinquent payments
• Code all invoices with the correct expense code using the approved budget
• Ensure that each invoice is valid and has a purchase order (PO)
• Ensure vendors are registered in RMIS
• Manage check return process
• Maintain AP files for all vendors

Process Accounts Receivables/Collections

• Use lease abstract to setup tenant billing in the accounting system
• Deposit daily receipt of tenant rent payments and enter in accounting software
• Create and deliver monthly rental statements to tenants
• Run delinquency reports as directed

Lease Administration

• Review and "abstract" new tenant lease agreements
• Input information into accounting system for billing and tracking
• Update contacts, lease dates, billing information, insurance dates for monthly report generation
• Order tenant suite signage / lobby directory, tenant gift in coordination with move
• Generate monthly insurance expiration reports
• Maintain both original lease agreements/amendment documents in secure safe and all tenant lease files in electronic database

Monthly Reports

• Prepare month-end accounting "closing reports"
• Run audit trail accounting reports for the month-end close
• Each month review the expense distribution report to ensure all invoices are coded properly
• Prepare month end accruals and expense variances
• Ensure monthly and quarterly client reports include variance comments, capital variances, and executive summary updates

Job Qualifications:

• Bachelor's Degree preferred or equivalent combination of education, training, and experience. Commercial real estate experience preferred
• Proficiency in Microsoft Suite (Word, Excel, Outlook, and PowerPoint) is required
• Knowledge/Experience with other software applications such as MRI, Yardi, and Kardin is a plus
• Strong written and verbal communication skills
• Strong customer service and people skills
• Ability to multi-task, prioritize. and complete assigned duties
• Excellent time-management and general organization skills