Assistant Property Manager

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).