Assistant Property Manager

Key Responsibilities

·       Assist the Property Manager with the daily management and operation of commercial office properties.

·       Develop and maintain strong relationships with tenants, ownership representatives, vendors, contractors, and internal teams.

·       Respond to tenant concerns and service requests and coordinate with Engineering and building service providers to ensure timely resolution.

·       Conduct routine property inspections and follow up on maintenance, operational, safety, and appearance-related items.

·       Assist with preparation and management of annual operating and capital budgets.

·       Review monthly financial statements, operating results, budget variances, and property expenses for accuracy.

·       Assist with monthly, quarterly, and annual financial and management reporting for property ownership.

·       Support annual CAM and operating expense reconciliations, tenant billbacks, and related tenant communications.

·       Monitor accounts receivable, rent collections, aged receivables, and outstanding tenant balances.

·       Review, code, and approve invoices and assist with accounts payable and purchase order processes.

·       Review lease documents and maintain accurate lease information, critical dates, tenant obligations, and other lease requirements.

·       Assist with interpretation and administration of lease provisions related to operating expenses, insurance, maintenance responsibilities, and tenant obligations.

·       Manage and track tenant and vendor Certificates of Insurance (COIs) and ensure compliance with property requirements.

·       Assist with vendor procurement, including preparation of RFPs, bid comparisons, contract negotiations, service agreements, and vendor selection.

·       Monitor vendor performance and contract compliance to ensure services meet established property standards.

·       Coordinate tenant move-ins, move-outs, construction activities, contractor access, deliveries, and other building-related activities.

·       Partner with building Engineering on preventative maintenance, repairs, inspections, capital projects, and ongoing building operations.

·       Assist with capital improvement and tenant improvement projects by coordinating vendors, contractors, schedules, documentation, and project-related expenses.

·       Support emergency preparedness programs, building drills, life-safety procedures, and required property inspections.

·       Prepare tenant communications, building notices, property updates, and other correspondence.

·       Assist with tenant events, amenity programs, and engagement initiatives designed to enhance the tenant experience.

·       Maintain accurate property information within accounting, lease administration, work-order, and property management systems.

·       Assist with property transitions, acquisitions, dispositions, and special projects as assigned.

·       Provide support and direction to Property Administrators and other property support staff as needed.

·       Assume additional property management responsibilities in the Property Manager's absence.