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Assistant Property Manager- Contract
4 months ago
Job Title
Assistant Property Manager- ContractJob Description Summary
Reporting to the Property Manager, the Assistant Property Manager is responsible for assisting in all areas defined as a part of the Property Manager job description, as well as performing Property/Accounts Administrator job duties if there is no Property/Accounts Administrator role on the team. The Assistant Property Manager will ensure a high level of professionalism and foster positive relationships with tenants and clients.Job Description
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
• Lead, coach and mentor to provide full administrative support, including phone support, typing, reports, filing and distribution of correspondence. Coordinate office supplies in absence of a property administrator
• Accountable for the collection of accounts receivables, leads and participates in efforts to minimize A/R balances.
• Ensure all property files are prepared and maintained in an orderly and logical manner, including leases and contracts
• Assist with the administration of leases to ensure all requirements are maintained, including insurance, percentage rent, monthly and annual tenant sales, annual sales audits and tenant contact information.
• Prepare and coordinate bid proposals and service contracts
• Ensure invoices are processed in accounting with appropriate back-up and according to established procedures
• Ensuring tenant billings, year-end adjustments and rental notices are correct and conform to the lease.
• Coordinate tenant move ins and move outs, including furniture delivery and pick up
• Oversee maintenance of work order and purchase order systems
• Responsible for aspects of development and maintenance of a comprehensive Tenant Service Package, including tenant handbooks, tenant anniversaries, holiday gifts, park events, quarterly newsletters, and training meetings or programs for tenants. Also responsible for ensuring tenant information within data base is current and up to date.
• Update and maintain office procedures in the property Operation's Procedure Manual under direction of manager
• Ensure Certificates of Insurance for tenants and vendors are up to date
• Oversee the processing of management and maintenance staff hours, expense reports, cheque requests for review and approval
• Ensure that above standard tenant bill-backs for electrical usage, after hours HVAC, and other similar charges are processed in a timely manner
• Assist Property Manager with the preparation and operating of an approved budget for each site; analyzing monthly financial statements and preparation of monthly operational commentary and variance reports for inclusion in monthly management reports.
• Preparation of bank deposits if processed at on site management office
• Respond promptly to all insurance recommendations and take appropriate action to minimize insurance risks. Liase with and provide information/reporting to insurance adjusters and internal corporate insurance department when required.
• Complete consistent and regular property inspections to ensure high standard of operation and appearance at all times. Assist with leading regular inspections of properties with janitorial, landscape and snow removal providers and any other service provider as directed by the manager
• Participates in performance oversight of all service contractors who perform contract services
KEY COMPETENCIES
1. Customer Service Focus
2. Organization skills
3. Time Management skills
4. Communication Proficiency (oral and written)
5. Initiative
6. Multi-Tasking
7. Sense of Urgency
IMPORTANT EDUCATION
• High school diploma/GED equivalent; Bachelor's Degree preferred
IMPORTANT EXPERIENCE
• At least 5 years of real estate property management or related experience
ADDITIONAL ELIGIBILITY QUALIFICATIONS
• Proficiency in Microsoft Office Suite
• Demonstrates initiative and reflects a sense of urgency in daily duties by meeting or improving upon deadlines
WORK ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Regularly required to travel outside between properties in varying weather conditions.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee may need to stand and walk for extended or continuous periods of time. They must be able to ascend and descend staircases, ladders, and/or step stools 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 stationary position (sit or stand) for 85% of the time; regularly operate office machinery.
AAP/EEO STATEMENT
C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.
OTHER DUTIES
This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
