Assistant Property Manager

Within the spirit of “Making People’s Dreams Come True,” the Assistant Property Manager is responsible for maximizing the value of owned property consistent with The Villages objectives. This position is responsible for the coordination of general administrative and reporting functions for the financial and physical operations of the property while delivering Raving Fans Customer Service to internal and external customers.

Full-Time, Onsite Position

Benefits for Full-Time Positions:
Medical (HSA/FSA), Dental and Vision Insurance | 401k and/or ROTH | PTO & Paid Holidays | Basic Life & AD&D | The Villages® Charter School eligibility | and much more!

Responsibilities:

Tenant Charges Review & Posting

• Monthly late fee reports, monthly CPI and scheduled rent increase reports, monthly percentage rent reports
• Review, validate, and present to Property Manager
• Liaison between Property Management and Accounting to post charges of appropriate reports at Property Manager's direction

Accounts Receivable (A/R)

• Review and identify past due balances on A/R Reports
• Facilitate delivery of default notices
• Monitor tenant ledgers
• Review and reconcile tenant statements

Real Estate Tax Billing

• Review, validate, and prepare annual real estate tax billing documents
• Facilitate delivery of annual real estate tax invoices

Insurance Compliance

• Review, validate, and present monthly insurance reports to Property Manager
• Facilitate delivery of default notices

Sales Report Compliance

• Review, validate, and present monthly sales reports to Property Manager
• Facilitate deliver of default notices

Lease Administration & Tenant Relations

• Establish and maintain positive working relationships with Tenants to ensure a high level of resident/tenant service and achievement of property goals and objectives
• Work closely with Operations Support staff to ensure critical Facility Maintenance requests are resolved timely and correctly
• Follow up with Tenants on leasing requests made to Property Manager
• Correspond with other business partners, local municipal authorities, etc. to solve tenant issues and/or requests
• Work in conjunction with Property Manager to implement lease administration and property management
• Manage and conduct regular tenant visits to build rapport, identify and address tenant concerns
• Assist with Lease Management, including lease abstract, lease renewal, amendment, assignment, and communication
• Assist with New Lease process by managing workflow of new leases into appropriate ERP software and/or databases; tracks new lease critical dates

Communications & Meetings

• Schedule and coordinate tenant meetings as needed
• Schedule, coordinate & assist in facilitating New Tenant Kick-Off Meetings
• Maintain property calendar
• Send welcome arrangements as needed
• Actively communicate critical dates relating to the properties

CAM Reconciliations and Budgeting

• Support annual budget preparation by gathering appropriate financial statements, reports, schedules, documents
• Support annual budget preparation by understanding financial statements
• Support annual CAM reconciliations by assisting in review of general ledger entries and validate proper bookings of experiences

Facilities Management

• Coordinate, attend, and perform facility inspections in conjunction with or without Facilities and/or Property Manager when needed. Publish inspection report and applicable communication regarding corrective work.
• Oversee building occupants needs are met
• Execute tenant and vendor communications with excellent customer service
• Manage information related to transfer properties
• Assist with creating facility maintenance and/or repair scopes of work as needed for bid purposes, obtain estimates, review and negotiate terms for contract document processing
• Engage with vendors and request purchase orders as needed

Supervisory Responsibilities:
Directly manages assigned vendors/contractors working with the Commercial Property Management Department. Must be available at all times for emergencies as directed

Education/Experience Preferred:

• Associate's degree from a two-year college or technical school preferred
• Minimum of three (3) or more years related experience and/or training, or equivalent combination of education and experience
• Commercial maintenance experience preferred
• BOMI, BOMA, ICSC certification preferred
• Applicant must have strong working knowledge and use of MS Office software including Word, Excel, and Outlook
• Strong written and oral communications skills
• Applicant is required to have a valid Florida driver's license with a driving record acceptable to company standards.