JOB SUMMARY
The Assistant Property Manager plays a crucial role in the efficient and effective delivery of management services and reporting for our multi-family and commercial portfolio. The following duties and responsibilities are integral to this position:
ESSENTIAL DUTIES AND RESPONSIBILITES
Tenant Relations:
Responsible for maintaining tenant relations and ensuring tenant satisfaction
Assist in Coordinating and attend tenant events when requested
Coordinate all tenant move-ins and move-outs with leasing, accounting, and building staff
Handle incoming calls and/or communications from the tenancy
Draft correspondence to tenants regarding building issues and seasonal weather events
Send welcome gifts to new tenants
Audit tenant emergency and operating hour contact information on a regular basis
Quality Control
Promptly coordinate unit-turns to meet immediate leasing and marketability requirements
Schedule building repairs and maintenance with outside vendors when necessary
Handle minor technical IT issues/phones issues with our preferred vendors when necessary
Obtain current vendor or tenant Certificates of Insurance (COI) with correct Additional Insured before repair or services are performed
Prepare or review incident reports and promptly provide to Property Manager for review and approval
Coordinate annual building fire drills; communicate with tenancy rules and protocols for such events and prepare fire drill evaluation form
Input new equipment purchases (Assets) and warranties in Rent Manager
Maintain lobby directories and elevator display screens with updated information
Create and regularly update Tenant Handbooks, Storm Preparedness Plan and Building Emergency Procedures
Daily monitoring of ManageGo: entering and closing work order tickets, tenant follow-up to ensure tenant satisfaction.
Assist in management of day-to-day coverage, including after-hours, holidays, and vacations of field staff
Keep track of all Local Law Compliance items and scheduling of inspections in Site Comply and Rent Manager
Create/revise any forms or letters when needed by the Property Management team such as engineering inspection reports and vendor termination letters
Financial Management:
Assist Property Manager in preparation of annual operating and capital budgets
Accurately review and code invoices for prompt processing and approval in AVID
Communicate and correspond with tenants regarding outstanding rents
Timely bill-back and collection of all reimbursable charges to tenancy
Create commercial tenant lease abstracts and submit to Property Manager for approval; audit tenant leases for discrepancies or recurring charge bumps that should occur annually
Ensure that monthly rent invoices are sent out to all tenants by Accounting; send late fee letters to tenancy when needed via Rent Manager
Send Tenant Adjustment form to Accounting to correct or accurately charge Tenant Accounts
Consistently present opportunities to upper management on ways to reduce contracted service expenses and materials purchases through discounts or economy of scale purchasing
Inventory and Supplies Management:
Make sure building related supplies and materials are ordered in a timely manner to replenish inventory
Make sure building amenities such as conference rooms, break rooms and gym is maintained and organized
General Duties:
Gain ongoing knowledge of software platforms utilized by the company, such as Rent Manager, AVID, ManageGo, SLACK and WRIKE
Organize all files and save in BOX and not on computer drives
Write standard works in Notions to update operational processes and information
Understand and comply with company policies and procedures to maintain consistency in service delivery, reporting and communication
Apprise Supervisor or upper management on any pertinent or potential legal issues
Promptly attend and participate in all scheduled meetings related to the position or assigned properties
Meet deadlines and tasks as assigned, setting own project deadlines responsibly
Perform other duties as assigned
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