Job Description
Assistant Property Manager
Essential Functions/Major Responsibilities:
General Administration:
§ Serve as primary contact for a wide range of tenant service issues, coordinate service calls with Building Engineer and appropriate vendors;
§ Maintain and follow up on tenant service online work order system;
§ Prepare and maintain tenant and vendor contact/mailing lists for all properties.
§ Prepare all lease-related paperwork, assist in preparation of signature-copy lease documents and correspondence, follow up to obtain all necessary paperwork associated with tenant move-ins and new tenant files (Certificates of Occupancy, Insurance Certificate, Lease Commencement Data), verify and maintain tenant insurance records and log.
§ Drafting professional correspondences and tenant memos.
§ Assist and follow up with vendor contract maintenance, including assisting with preparation of vendor contracts, maintaining vendor lists and files, performing property walk-through with vendors when necessary and after job completion.
§ Handle setting up new accounts/month to month contracts for new properties (F/L/S, telephone fire alarm lines, HVAC, landscaping, roofers, security, all utilities, pest control, locksmith services, janitorial, parking lot lights, plumbing/back flow devices and trash).
§ Create and maintain property information and binders with property tenant and vendor contacts.
§ Assist in copying, filing, emailing, preparing correspondence and office administration.
§ Maintain all (applicable) buildings' mailbox, lockboxes and key records.
§ Strong contribution and interface with property management accounting and tenant work order system.
§ Other duties as assigned and needed.
Accounting and Payable Assistance:
§ Submit and prepare reimbursement billings for each tenant / property. Responsible for monthly receivable / aging collection rents and billings.
§ Prepare and track tenant utilities and after-hours HVAC billing as applicable.
§ Code and input invoices into accounting system.
§ Interface with accounting department as necessary.
§ Request W-9s from new vendors so invoices can be processed timely.
§ Review and reconcile vendor invoices with purchase orders/quotes and assist in obtaining necessary invoice approvals.
Insurance Compliance:
§ Monitor and chart the renewal or submittal of insurance certificate for tenants and vendors.
§ Prepare incident report forms and submit to insurance company agent as needed.
Property Management / Leasing:
§ Assist with compilation of information / data for annual budget preparation and solicit vendor bids as needed.
§ Review, track and assist in completing monthly budget variance reports.
§ Provide support for manager in generating budgets and CAM estimates / reconciliation.
§ Participate in the preparation of vendor / janitorial / construction / TI / inspection / punch list items.
§ Prepare Notices of Non-Responsibility when tenants perform work / construction.
§ Prepare and serve 3-day notices as needed.
§ Prepare initial lease abstract for review and approval.
§ Maintain tenant and vendor compliance with tracking log and documentation.
Specific Job Skills:
1. Excellent technical skills and proficient in office machines, computer software, including Word, Excel, Adobe, and Outlook. Being able to learn and adapt quickly to new software installations.
2. Ability to handle details accurately and appropriately.
3. Problem solver and proactive in preventative ideas and solutions. Achievement oriented.
4. Outstanding customer service and interpersonal skills, including the ability to deal effectively with a wide variety of people.
5. Ability to deal with interruptions and to successfully perform multiple tasks.
6. Ability to set priorities, manage time to meet deadlines and organize tasks and projects.
7. MUST possess passionate dedication, initiative, strong work ethic, and determination to successfully complete the job required.
8. Position requires personal vehicle, driver's license and insurance. Company to reimburse mileage costs.
9. Driving will be required for property inspections and vendor meetings. Property inspections may require access to roofs and other hard to reach areas.
10. Work hours: Monday to Friday 8am - 5pm and after hours may be required depending on project and scope of work. Position may be required to be on-call.
Education and Experience:
1. Experience of 5+ years of commercial property management experience required.
2. Bachelor's degree preferred, but not required.
3. Bilingual (Spanish) is a plus, but not required.
4. Some higher education or vocational training specializing in business or computer skills preferred.
5. California Real Estate License, for the ability to show vacant spaces and lease.
6. Proficient in Yardi property accounting software.
We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.