Assistant Property Manager

Job Description:

The Assistant Property Manager is primarily responsible for supporting the Sr. Property Manager in ensuring smooth daily operations and delivering an exceptional workplace experience across the property. This position is critical to maintaining effective coordination with the Regional Manager and cross-functional teams, including leasing, construction, finance, accounting, and engineering, while serving as a key internal contact for property management activities and administrative functions. Responsibilities include accounts payable, accounts receivable, budgeting, work order scheduling and tracking, office administration, and customer and vendor relations and communications. The Assistant Property Manager reports to the Sr. Property Manager and follows an in-office schedule.

Essential Duties & Responsibilities

Customer Experience:

• Assist with the tenant deployment/move-in process, including monitoring key milestones, scheduling check-ins with tenants, and preparing tracking reports to alert the broader management team of potential risks or issues on a project-by-project basis.
• Provide administrative assistance for last-mile execution of workplace experiences and amenity rollouts.
• Distribute emergency tenant e-communications.
• Assist in the research, purchase, and distribution of AREP promotional items.
• Assist in the research, purchase, and delivery of customer, broker, vendor, and/or employee appreciation gifts.
• Assist with general administrative tasks as assigned, including filing; ordering marketing, property management, and amenity supplies; computer and data entry work; preparing spreadsheets and reports.

Communications:

• Maintain distribution lists, including customer contact lists, emergency contact lists, vendor contact lists, and other records pertinent to leasing/marketing, construction, property management, and finance/accounting.
• Create and distribute a work-in-progress (WIP) report and provide weekly team updates regarding project/build-out schedules and crucial deadlines.
• Support the development of a property-specific master customer calendar, including events, amenity and workplace experience rollouts, and building/construction updates.
• Prepare incident reports for insurance purposes.

Finance and Accounting:

• Assist with financial reporting and budgeting with the Property Manager and Accounting Department. This may include assisting with monthly variance reports and/or quarterly investor reports.
• Responsible for the timely coding and processing of invoices utilizing the Accounts Payable workflow system.
• Assist with aging reports and accounts receivable collection efforts on a monthly basis.
• Prepare statements and ledgers for tenants.
• Prepare tenant charge documents.

Property Administration:

• Prepare and distribute lease administration forms for lease commencements, lease expirations, and move-in/move-out processes.
• Coordinate building services and ensure quality of services, which may include janitorial, day porter, security, and landscaping.
• Order uniforms for engineers.
• Answer telephones and screen calls for appropriate personnel; greet guests and notify personnel of incoming visitors; accept deliveries/packages; maintain the conference room; and order office supplies.
• Receive work order requests (by phone or in person) and enter them into the web-based work order system; monitor work orders for completion.
• Maintain records for purchase orders, service contracts, and certificates of insurance.

Key Competencies

• Ability to write routine reports and correspondence.
• Ability to communicate effectively with co-workers, customers, and vendors while demonstrating outstanding customer service.
• Ability to give and receive direction, interface professionally with decision-makers, and maintain confidentiality.
• Strong organizational skills with the ability to multitask in a fast-paced environment.

Qualifications

• Minimum of 2 years of commercial real estate property management experience required.
• High school diploma or GED required; Bachelor's degree preferred.
• Valid driver's license with proof of insurance if driving is required.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Microsoft Teams, SharePoint) and Adobe.
• Experience with Yardi or similar commercial real estate software systems for invoicing and coding.
• Experience using Cove or similar software for work orders and tenant workflow.
• Understanding of multiple ownership structures within the site portfolio preferred.
• Ability to read and understand general ledgers and operating statements to assist with generating monthly financial statements and reconciliations.
• Ability to read and interpret documents such as procedure manuals, vendor contracts, and purchase orders.