Assistant Property Manager
Job TitleAssistant Property ManagerJob Description SummaryUnder the supervision of the Property Manager, the Assistant Property Manager is responsible for assisting in all areas defined as a part of the Property Manager job description. This is a management role that will directly and indirectly supervise individuals, building staff, operations, and coordinate the various functions. Primary responsibilities include ensuring client facilities generate a satisfactory cash flow, the property is maintained in accordance with client standards and requirements, and customer satisfaction.Job Description Responsibilities The Assistant Property Manager should be capable of managing the building staff/community in the absence of the General Manager or Property Manager. This includes being able to perform all managerial functions which are included in the General ManagerA cents € (TM) s or Property ManagerA cents € (TM) s job description, or as directed by the General manager or Property Manager. If there is more than one Assistant Property Manager at a site, the GM or Property Manager will designate the Assistant Property Manager who will be in charge of the property in the GM or Property ManagerA cents € (TM) s absence. Potential duties are as follows and are dependent on the type, size, and complexity of the building(s) managed. General Duties Responsible for all building correspondence to and from owners, tenants, vendors and management.Responsible for invoicing including receipt and processing for payment according to established procedures, including verification of appropriate back-up, coding and vouchering. After approval by the GM, PM and/or Director, forward invoices to accounting for processing. Maintain building office files. Produce and monitor purchase orders for non-contract materials or services ordered. Handle rent collections by assuring collection of all rent on time and assess late fees on collections received after consulting with GM or PM. Create and update Lease Summaries for each tenant. Coordinate all tenant move-ins and move-outs including furniture deliveries and pick-ups. Handle all tenant requests for special work. Obtain estimate, provide proposal, order work, and invoice tenant for such work. Maintain work order system. Enter, print and distribute Service Requests, follow-up with staff or vendor to ensure completion, invoice billable work. Create, print and distribute quarterly building newsletter. Assist GM or Property Manager with the preparation and dissemination of monthly client and building reporting. Maintain Tenant Information database. Update and maintain all office procedures in Operating Procedures Manual. Update Certificate of Insurance lists for tenants, vendors and moving companies. Request new or renewed certificates as required. Maintain A cents € oeCritical DatesA cents € report which lists all tenant anniversaries, lease expirations, options, rent increase dates, etc. Maintain report of electrical charges on a building-wide and floor-by-floor basis. Financial Assist with preparation of annual operating budgets and reports for the facility. Assist with preparation of monthly financial reports. Assist with preparation of annual operating expense reconciliations. Tenant Relations Responsible for day-to-day tenant calls. Coordinate all tenant events Coordinate tenant anniversary and holiday gift program. Coordinate Fire/Life Safety Procedures training for tenants. Handle move-in of tenants. Provide Welcome Package, keys, coordinate move. Custodial Supervision May oversee work by custodial service or crew. Coordinate all special projects handled by custodial crew. Relay complaints, problems, special cleaning projects, etc. to custodial lead. Conduct weekly inspections with custodial Supervisor. Security Supervision May oversee security staff through review of Incident Reports, communication with Site Supervisor and Account Manager. May assist security staff with special needs (ie forms, memos). May assist in annual review and revision of security Post Orders. Tenant Improvement/Alterations Supervision May oversee tenant improvement work and alterations to building tenant spaces. Coordinate access to building for contractors. With GM or Property Manager, conduct final walk-through and punch list on new construction and alterations. Follow up on completion of punch list items. Requirements BA Degree; CPM and/or RPA candidate preferred. A minimum of 3 years working in real estate with property management experience preferred. Working knowledge and experience in financial accounting in commercial real estate, financial reporting and budgeting necessary. Ability to read, interpret and fully understand leases, storage rental agreements, and related documents; must be able to abstract a lease and storage rental agreement terms, conditions and modifications into the Cushman & Wakefield accounting system. Hands-on familiarity with tenant improvement construction projects; ability to plan, organize and coordinate multiple projects, ability to read and understand construction specifications and blueprints. Strong literacy in MS Word and Excel. Highly organized and skilled with time management. Excellent written and oral communication skills. Strong customer service/tenant relation skill required. Physical Requirements Required to travel from floor to floor and may be required to travel outside between buildings in varying outdoor weather conditions. Required to sit or stand for prolonged periods of time; regularly use hands to operate office machinery including, but not limited to, telephones, computers, fax, and photocopy machinesrequired to walk, talk, and hear. Cushman & Wakefield is an Equal Opportunity / AffirmativeA cents € < Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, sexual orientation, gender identity, protected veteran status or any other characteristic protected by law.