Assistant Property Manager

Position Overview

The Assistant Property Manager is responsible for assisting in all areas defined as part of the Sr. Assistant Property Manager role, as well as performing property administrator duties when no property administrator is available. The role ensures a high level of professionalism while fostering positive relationships with tenants and clients.

Key Responsibilities

• Provide full administrative support, including phone support, typing, reports, filing, and distribution of correspondence; coordinate office supplies in the absence of a property administrator.
• Assist in lease administration activities, including abstracting leases and keeping the database current.
• Ensure all property files are prepared and maintained in an orderly and logical manner, including leases and contracts.
• Prepare and coordinate bid proposals and service contracts.
• Obtain aging reports for management and follow up on all delinquencies utilizing C&W or client-directed policies.
• Ensure invoices are processed in accounting with appropriate back-up according to established procedures.
• Coordinate tenant move-ins and move-outs, including furniture delivery and pick-up.
• Oversee maintenance of work order and purchase order systems.
• Develop and maintain a comprehensive Tenant Service Package, including tenant handbooks, tenant anniversaries, holiday gifts, park events, quarterly newsletters, and training meetings or programs; ensure tenant information within the database is current.
• Update and maintain office procedures in the Property Operation’s Procedure Manual under the direction of the manager.
• Ensure Certificates of Insurance for tenants and vendors are up to date.
• Oversee the processing of management and maintenance staff hours, expense reports, and check requests for review and approval.
• Ensure that above standard tenant bill-backs for electrical usage, after-hours HVAC, and similar charges are processed in a timely manner.
• Assist the supervisor with aspects of annual budget preparation, monthly financial reports, and preparation of bank deposits when processed at the on-site management office.
• Lead regular inspections of properties with janitorial, landscape, and other service providers as directed by the manager.
• Participate in performance oversight of all service contractors performing contract services.

Required Qualifications

• High school diploma/GED equivalent; Bachelor’s Degree preferred
• At least 1 year of real estate property management or related experience
• Proficiency in Microsoft Office Suite
• Demonstrated initiative and a strong sense of urgency in daily duties