Assistant Property Manager - Marquee Staffing

The Assistant Property Manager I is responsible for assisting the Property Manager in managing a property or group of properties and fulfilling the manager’s obligations under the property’s management agreement. This role requires exemplary customer service when communicating with tenants, prospective tenants, owners, and vendors, with a focus on productivity and results.

Essential Job Functions

Operational Management Responsibilities:

• Assist with activities associated with a property or group of properties.
• Manage all lease administration duties.
• Conduct initial collection calls and track follow-up.
• Supervise vendors (landscaping, janitorial, etc.) and maintenance staff.
• Perform regular property inspections and complete inspection reports.
• Assist with the development of operating and capital budgets.
• Prepare monthly reports for owners (including variance reports, executive summaries, stacking plans, and aging reports).
• Coordinate tenant improvement and capital projects with the Property Manager.
• Interface with tenants and vendors in daily operations of the building.
• Represent and communicate the authority of the Property Manager based on legal agreements and policies.
• Execute day-to-day operational procedures including safety, risk management, efficiency, and quality standards.
• Perform financial, personnel, and administrative duties.
• Maintain management agreement administration, analysis, review, and feedback to owners.
• Keep hard copy and computer files current and in the approved format.
• Communicate with engineers, security, and housekeeping/janitorial staff.
• Oversee tenant move-ins and move-outs.
• Manage maintenance programs for property interiors, exteriors, and mechanical systems.
• Screen, hire, supervise, and train staff as required.

Property Maintenance Responsibilities:

• Assist the Property Manager in contracting and administering services to maintain and enhance the property’s value, operating efficiency, and appearance.
• Manage contract services including janitorial, window cleaning, landscape maintenance, security, and parking.
• Ensure quality and performance standards for engineering and contractors.
• Monitor contractors and tradespeople for projects and tenant construction.
• Maintain current certificates of insurance for all contractors.
• Prepare service and construction agreement documents.
• Track and maintain Energy Star benchmarking data.
• Conduct tenant training meetings to improve building efficiencies.

Management/Owner Relations Responsibilities:

• Professionally represent the company while adhering to the management agreement.
• Communicate timely and accurately with the Property Manager to meet owner needs.
• Maintain open and regular communication with the Property Manager.

Tenant/Lease Administration Responsibilities:

• Maintain ongoing tenant contact and relations to assess needs and resolve problems.
• Respond promptly to tenant requests and lease inquiries.
• Resolve issues for the mutual benefit of tenants and owners.
• Implement and monitor tenant needs assessments.
• Administer leases to ensure compliance with provisions.
• Manage escalations, reconciliations, and rent collections.
• Maintain current certificates of insurance for tenants and ensure compliance with lease requirements.
• Show space to prospective tenants (requires real estate license).

Financial/Accounting Management Responsibilities:

• Assist in the development and administration of the property business plan, including budgets.
• Manage the property within budget parameters.
• Communicate clearly with project accounting personnel using appropriate documentation.
• Develop budget preparation, operating expense reconciliation, and monthly ownership reporting.
• Manage day-to-day financial transactions including accounts receivable and payable.
• Collect rents, miscellaneous income, and charges.
• Maintain accurate financial records and files.

Analysis, Planning, and Reporting Duties:

• Maintain a current assessment of property management procedures.
• Assist in the initiation and distribution of timely reports to owners on financial, marketing, and maintenance information.
• Coordinate training activities for self and staff.

Other:

• Perform miscellaneous duties or projects as assigned by the Property Manager.

Requirements

Education:

• Bachelor’s degree in Business Management, Finance, Accounting, or a related discipline.
• RPA designation in progress preferred.
• Real estate license required where applicable by state law.

Experience:

• 2-4 years of commercial property management experience, comparable to the property under consideration.

Technical Skills:

• Intermediate to advanced proficiency in MS Word, Excel, and Outlook.
• Proficiency in Angus and accounting software such as MRI, Yard, or CTI preferred.

Personal Skills:

• Ability to maintain confidentiality.
• Strong desire to succeed in an entrepreneurial environment.
• Ability to handle multiple projects, changing priorities, and a heavy workload.
• Exceptional oral and written communication skills.
• Strong customer service orientation.

Other:

• Communicates via telephone, fax, e-mail, and in-person.
• Uses office and audio-visual equipment.
• Uses a computer with various software packages for the majority of the day.