Job Code : EWC - 1540
Responsibilities of the Assistant Property Manager - Commercial Retail Real Estate:
We are seeking an Assistant Property Manager for our commercial retail real estate portfolio. The ideal candidate will be a detail-oriented individual with exceptional organizational skills and a strong background in administrative tasks, tenant and vendor interaction, documentation and compliance, lease management, and property maintenance and management. The Assistant Property Manager will play a crucial role in supporting the property manager and ensuring the efficient operation of our properties.
Key Responsibilities:
- Property Management Support:
- Assist the property manager in overseeing day-to-day operations of commercial retail properties.
- Utilize Yardi property management software to maintain accurate and up-to-date property records, including leases, tenant information, financial data, and maintenance records.
- Generate and distribute reports as needed, using Yardi software to track property performance metrics.
- Tenant Relations:
- Serve as a primary point of contact for tenants, addressing inquiries, concerns, and requests in a timely and professional manner.
- Coordinate lease renewals, lease amendments, and tenant move-ins/outs, ensuring all documentation is accurate and up-to-date in Yardi.
- Vendor Management:
- Serve as the primary point of contact for all tenants, vendors, visitors, and other stakeholders.
- Prepare tenant billbacks for management approval and maintain accurate records of billbacks.
- Maintain tenant contact information for emergencies, accounts payable-related matters, and lease-related matters.
- Maintain active correspondence with tenants, lease administrators, accounting clerks, and managers regarding accounts receivable and other matters.
- Assist tenants with maintenance/service calls by coordinating with appropriate contractors, obtaining estimates, preparing contracts, and processing invoices.
- Maintain active communication with day porters, security officers, and engineers to ensure smooth property operations.
- Work closely with vendors and contractors to coordinate property maintenance and repairs, utilizing Yardi to track work orders, invoices, and vendor performance.
- Process vendor invoices and ensure timely payment, reconciling invoices with budgetary constraints as necessary.
- Financial Management:
- Assist in budget preparation and financial forecasting for assigned properties, utilizing Yardi to track expenses, income, and variances.
- Monitor tenant accounts receivable and assist in collection efforts as needed, utilizing Yardi to track payment histories and delinquencies.
- Lease Administration:
- Prepare lease amendments, assignments, and license agreements for manager's review and modification, ensuring compliance with lease terms and regulations.
- Review broker commissions and ensure accuracy of commission calculations.
- Acquire monthly/annual gross sales reports from tenants and maintain accurate records of sales data.
- Prepare "welcome" packets for new tenants and assist with utility transfers as needed.
- Maintain lease files and documentation in Yardi, ensuring accuracy and compliance with lease terms and regulations.
- Coordinate lease abstracting and ensure key lease information is accurately entered into Yardi for reporting and analysis purposes.
- Property Inspections and Maintenance:
- Conduct regular property inspections to assess maintenance needs, safety hazards, and overall property condition.
- Coordinate with maintenance staff and vendors to address maintenance issues promptly, utilizing Yardi to track work orders and maintenance activities.
- Administrative and Clerical Tasks:
- Manage files, including tenant and vendor documents, ensuring accuracy and accessibility.
- Update documents and maintain recordkeeping in data management systems, such as Yardi.
- Handle mail and correspondence as requested.
- Issue notices to tenants regarding scheduled work on-site, lease violations, accounts receivable, and reporting.
- Answer and redirect incoming calls to appropriate parties.
- Update vendors with bill payment status and maintain organized vendor files.
- Organize workroom/office space and order necessary supplies for daily operation.
- Documentation and Compliance:
- Acquire tenant and vendor Certificates of Insurance (COIs) and verify insurance coverage according to landlord requirements.
- Update tracking systems and upload COIs to shared drives for easy access.
- Code all incoming utility bills and vendor bills accurately for proper accounting.
- Assist with monthly reporting, budgets, and CAM reconciliations as assigned.
- Prepare service agreements for recurring or one-time projects and maintain accurate records of agreements.
- Prepare property safety inspection reports and ensure compliance with safety regulations.
- Administer required annual fire drills, ensuring tenants are fully informed and documentation is properly acquired and filed.
- Property Maintenance and Management:
- Act as a substitute for the manager at all times, especially during emergency on-site visits and move-out inspections.
- Maintain all tracking platforms and mechanisms as required by the manager, ensuring accurate and up-to-date records.
- Perform other duties as assigned to support property management objectives.
Requirements of the Assistant Property Manager - Commercial Retail Real Estate:
- Bachelor's degree in Business Administration, Real Estate, or related field preferred.
- Strong experience in commercial property management, with demonstrated proficiency in Yardi property management software.
- Understanding of commercial real estate principles, lease administration, and tenant relations.
- Excellent communication and interpersonal skills, with the ability to effectively interact with tenants, vendors, and internal stakeholders.
- Proven ability to prioritize and manage multiple tasks in a fast-paced environment.
- Detail-oriented with strong analytical and problem-solving skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).