ASSISTANT PROPERTY MANAGER- COMMERCIAL

SUMMARY

This position is primarily responsible for assisting the Property Manager in maintaining all aspects of property operations, with a concentration on the accounts payable function of the property and providing advanced administrative and project coordination support to the Property Manager by performing the following duties.

BENEFITS:

- Medical, dental, and vision insurance for the employee at no cost to the employee

Additional medical plan options available at a small monthly cost

- Employee responsible for monthly premiums for additional dependents

- Health Savings Account (HSA) available depending on medical plan selection. Company contributes monthly ($150/ employee or $300/employee+)

- LTD, STD, and life insurance for the employee at no cost to the employee

- Minimum of 160 hours (20 days) of PTO

- Most federal holidays are observed; the employees birthday is observed as a holiday

- Guaranteed salary raises every year depending on CPI

- Up to 4% bonus every year depending on previous years performance

ESSENTIAL DUTIES AND RESPONSIBILITIES:

- Core duties and responsibilities include the following. Other duties may be assigned.

- Assists the Property Manager with the initiation and management of all core business processes, including tenant relations, maintenance, budgeting, accounts receivable, accounts payable, vendor relations, selection and recruitment, and team member development.

- Monitors and coordinates the accounts payable processes to meet established goals for accuracy and timeliness.

- Identifies and makes well thought-out recommendations to the Property Manager for opportunities to reduce operating expenses and/or generate additional income.

- Participates in the preparation of the annual budget and accurately and thoroughly completes assigned deliverables under the direction of the Property Manager within established timeframes, demonstrating strong understanding of the analysis with consideration for the goals of the asset, as well as market conditions.

- Actively participates in the accurate, complete and timely preparation of the monthly reports. This includes thoroughly researching issues in order to write clear and complete variance explanations. These explanations may include a description of efforts made to collect aged receivables, capital expenditure variances, project updates such as an annual financial reforecast, as well as other issues that may affect the overall financial or operational performance of the property.

- Effectively coordinates assigned vendor relationships, including making regular contact to promptly identify and resolve issues, managing service levels to meet contract specifications, and participating in and documenting walk-throughs.

- Under the direction of the Property Manager, effectively coordinates the contract bidding, vendor selection and contract negotiation process for assigned vendors by gathering and researching data, coordinating activities, participating in the bid qualification process and preparing and editing documents using established templates within the predetermined timelines.

- Provides professional level phone coverage for Management Office and other offices as required.

- Administers online work order system, including routing service requests to maintenance and following through to completion to ensure prompt and professional service.

- Maintains security card administration including records.

- Sets up new vendors including obtaining W-9 and credit report.

- Prepares routine memoranda.

- Maintains PO system including renewing standing orders.

- Prepares routine correspondence.

- Organizes and files all applicable reports and paperwork.

- Maintains an awareness of property performance goals and progress toward those goals.

- Follows through on tenant problems to satisfactory resolution and communicate problems to any necessary party to facilitate resolution.

- Regularly monitors tenant satisfaction in person and through follow-up phone calls and utilizing Customer Satisfaction Surveys.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

Qualifications

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

Associate's degree (A.A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

COMPUTER SKILLS

To perform this job successfully, an individual should have knowledge of: Accounting Software; Internet Software; Payroll Systems; Spreadsheet Software (Excel); Word Processing Software (Word); Electronic Mail Software (Outlook).

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk.

The employee must occasionally lift and/or move up to 10 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.