Description

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).

Education

ANY GRADUATE