Assistant Property Manager

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Our client is seeking an Assistant Property Manager to become a valuable addition to their team. In this role, candidates will play a pivotal part in coordinating bid proposals and service contracts, actively participating in walkthroughs and onsite meetings to support the bidding process. Ensuring timely and accurate processing of invoices, complete with proper documentation and adherence to established procedures, is essential.

Responsibilities include:

• Building and maintaining positive relationships with tenants and clients is a key focus, alongside tracking and managing service calls as needed. The Assistant Property Manager will collaborate with the Property Manager on annual budget preparation and monthly financial reports, which includes monitoring accounts payable and monthly accruals. They will also obtain aging reports for management, diligently following up on any outstanding delinquencies.
• Supporting tenant move-ins and move-outs, the Assistant Property Manager will guarantee that additional tenant charges-such as electrical usage, after-hours HVAC, and similar bill-backs-are processed efficiently. Leading regular property inspections with janitorial and other service providers, as directed by the Property Manager, is another important responsibility.
• Oversight of work order and purchase order systems falls under their purview, as does collecting and reviewing certificates of insurance from all tenants and vendors. Maintaining a tracking and filing system for contracts and insurance certificates, with a robust follow-up process for expirations, is required to ensure compliance and organization.
• The Assistant Property Manager will monitor the property maintenance work order system and prepare billing reports for the Property Manager. They will keep all property files-such as leases and contracts-organized and logically arranged. Providing comprehensive administrative support, including phone coverage, report typing, correspondence distribution, and filing, is expected.
• Additionally, scheduling and coordinating meetings or special events will be part of the role, as requested. The Assistant Property Manager will assist in lease administration activities, including managing tenant contacts and insurance information, and generating necessary reports. Finally, they will ensure the office is well-stocked with supplies and essentials to keep operations running smoothly.
• This multifaceted position demands strong organizational skills, attention to detail, and a proactive approach to problem-solving, making it an excellent opportunity for those eager to contribute to a dynamic property management team.

Qualifications

• Bachelor’s degree in Business or related field preferred
• 3+ years of experience in real estate or property management
• Strong understanding of budgeting, project coordination, and contract processes
• Proficiency in Microsoft Office; experience with Yardi preferred
• Ability to manage multiple projects and priorities simultaneously
• Strong communication, organizational, and problem-solving skills
• Experience with project management tools and financial tracking systems is a plus
• Detail-oriented with a proactive and solutions-driven mindset

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