Assistant Property Manager

The Assistant Property Manager supports the Property Management team and tenants by providing a variety of administrative services. This is an entry level role ideal for those wanting to pursue a career path in commercial property management.

• Deliver full administrative support, including answering phones, typing reports, filing, and distributing correspondence to ensure efficient property management office operations.
• Prepare and coordinate bid proposals, service contracts, and approved invoices, assisting in the bidding process to ensure compliance with company policies and procedures.
• Prepare, code, and track invoices for Property Manager approval, and assist with property financial performance oversight, including monthly and quarterly management reports and annual budget preparation.
• Oversee and maintain the property maintenance work order system, purchase order system, lease and contract files, ensuring accurate documentation and timely reporting on tenant work order status.
• Monitor and file contracts and insurance certificates, maintaining a follow-up system to track expirations and ensure compliance.
• Assist in lease administration activities, including abstracting leases, and coordinate tenant move-ins and move-outs, including furniture delivery and pick-up.
• Promote positive relationships with tenants and clients by tracking service calls, coordinating tenant engagement efforts (e.g., handbooks, newsletters, events, and training programs), and ensuring tenant information in the database is current.
• Process above-standard tenant bill-backs for electrical usage, after-hours HVAC, and similar charges in a timely manner to support accurate financial operations.
• Support the Property Manager in monitoring vendor and service provider performance, including contract management, property inspections, and tenant service call follow-up.
• Update and maintain office procedures in the Property Operation’s Procedure Manual under the direction of the Property Manager to ensure standardized and efficient operations.

• In-depth knowledge of customer service principles, including conducting needs assessments, upholding quality standards, and measuring tenant and client satisfaction to foster positive relationships.
• Strong administrative knowledge for creating, updating, and managing documents, files, forms, and reports, with experience in lease administration, contract tracking, and database maintenance.
• Exceptional oral and written communication skills, including clear correspondence, report preparation, and professional interactions with tenants, vendors, and property managers.
• Advanced active listening abilities to effectively understand and respond to diverse stakeholder needs, promoting collaboration and issue resolution.
• Deductive reasoning skills to apply company policies, procedures, and regulations to specific scenarios, ensuring compliance and generating efficient, logical solutions for property management challenges.
• Intermediate to advanced proficiency in Microsoft O365 suite (e.g., Word, Excel, Outlook, Teams) and property management software for data entry, tracking systems, and report generation.
• Proven ability to handle sensitive information, including financial records, contracts, insurance certificates, and tenant data, with strict adherence to privacy standards.
• Strong organizational skills to prioritize and manage multiple competing demands, shifting priorities, and deadlines in a fast-paced property management environment.
• Meticulous attention to detail for accurate invoice coding, bill-back processing, financial reporting, and maintenance of operational manuals and databases.
• Ability to cultivate and maintain professional relationships with tenants, clients, vendors, and service providers through engagement activities, service call tracking, and performance oversight.

While performing the duties of this job, the employee may need to travel from floor to floor, climb stairs, and may be required to travel outside between buildings in varying outdoor weather conditions. The employee may also be regularly required to remain in a…