Job Details
Our client is seeking an Assistant Property Manager with experience managing commercial buildings to step up and into this role, managing 4 commercial office buildings in the financial district, with the help of an administrative coordinator. The position requires the person to be on-site: 3 of the buildings are right next to each other, and the 4th is five blocks away.
Responsibilities
- The Building Property Manager will ensure a high level of professionalism and foster positive relationships with tenants and clients
- Provide full administrative support, including phone support, typing, reports, filing and distribution of correspondence
- Coordinate office supplies in absence of a property administrator
- Assist in lease administration activities, including abstracting leases and keeping our database current presently using AppFolio
- 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
- As directed by the Accounting department, follow up on all delinquencies, utilizing client-directed policies
- Ensure invoices are processed for the Accounting Department with appropriate back-up and according to established procedures
- Coordinate tenant move ins and move outs, including furniture delivery and pick up. Maintain photos of tenant spaces prior to move in and prior to move out
- Maintain photos before and after any Consent to Alterations (CTA) work
- Oversee maintenance of work order and purchase order systems
- Responsible for aspects of development and maintenance of a comprehensive Tenant Service Package, including tenant handbooks, tenant anniversaries, holiday gifts, park events, quarterly newsletters, and training meetings or programs for tenants.
- Also responsible for ensuring tenant information within data base (AppFolio) is current and up to date
- Update and maintain Building / Office procedures in the property Operation s Procedure Manual under direction of manager.
- Ensure Certificates of Insurance for tenants and vendors are up to date
- Oversee the processing of management and maintenance staff hours, expense reports, check requests for review and approval
- Ensure that above standard tenant bill-backs for electrical usage, after hours HVAC, and other similar charges are processed in a timely manner
- Assist supervisor with aspects of annual budgets preparation and monthly financial reports, as well as preparation of bank deposits if processed at on site management office
- Responsible for leading regular inspections of properties with janitorial and building maintenance staff and providers and any other service provider as directed by the manager.
- Oversee maintenance staff as well as Security Staff to assure job responsibilities are being completed.
- Oversee that all Maintenance Records of all Equipment are up to date. Verify that there is a full inventory of all tools. Assure that all required inspections are being done on time.
- Participates in performance oversight of all service contractors who perform contract services.