Job Description
POSITION OVERVIEW
The COMMERCIAL OFFICE ASSISTANT PROPERTY MANAGER provides first-class property management services and assists the Property Manager in overseeing a portfolio of properties or a major property. Day to day responsibilities include assisting with building operations, enhancing tenant relations, and customer service.
ESSENTIAL FUNCTIONS
- Provide daily assistance and support to Property Manager in management of portfolio or office building
- Tenant and Vendor relations
- Property scheduling and communication with tenants and vendors
- Assist with accounting, reporting and budgeting tasks
RESPONSIBILITIES
- Work with the Property Manager to resolve building management issues.
- Assist the Property Manager in supervising on-site staff.
- Work closely with and supervise vendors to ensure compliance with service contracts.
- Recommend and/or authorize vendor contracts as appropriate.
- Collaborate with the Property Manager to maintain personal contact with the building owners.
- Conduct routine property inspections to prevent/identify problems and exposures.
- Assure optimal functioning of building life safety and security systems.
- Ensure adherence to owners’ policies and procedures, as well as compliance with codes, regulations and governmental agency directives.
- Answer telephone as required.
- Receive work order requests and coordinate with the building technician or vendor(s) as appropriate.
- Schedule building activity including move-ins/move-outs and verify insurance.
- Follow established A/R guidelines including contacting tenants regarding follow-up on rent payment status and assisting property manager in lock-outs as necessary.
- Review and ensure the accurate coding of invoices for payment.
- Assist the Property Manager in the preparation of the monthly reporting package/financial reports according to owner's needs.
- Assist the Property Manager with the preparation, assembly, review and implementation of the annual operating and capital budgets, as well as operating expense reconciliations.
- Assist the Property Manager as appropriate in coordinating insurance procurement, electricity procurement and real estate tax review processes for properties.
- Ensure compliance with management agreements.
- Work with the Property Manager to facilitate property management, accounting, leasing, marketing and construction needs.