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