Assistant Property Manager – Office Buildings

Overview
Join our dynamic team as an Assistant Property Manager specializing in office buildings! This vibrant role offers support to the Property Manager in the day-to-day management and operation of a portfolio of commercial office buildings. This position is responsible for assisting with tenant relations, lease administration, financial reporting, vendor management, property inspections, and building operations to ensure a high level of tenant satisfaction and property performance. The Assistant Property Manager serves as a key liaison between tenants, vendors, contractors, and ownership while helping maintain the overall appearance, functionality, and value of the properties.

Essential Duties and Responsibilities

Tenant Relations

• Serve as a primary point of contact for tenant requests and service issues.
• Respond promptly and professionally to tenant inquiries regarding building operations, maintenance, and lease-related matters.
• Coordinate tenant move-ins, move-outs, and office expansions or relocations.
• Assist in organizing tenant communications, newsletters, and appreciation events.
• Track and follow up on tenant service requests to ensure timely resolution.

Property Operations

• Conduct regular property inspections to identify maintenance needs, safety concerns, and opportunities for property improvements.
• Coordinate maintenance and repair activities with vendors and contractors.
• Monitor work order systems and provide status updates on open projects.
• Assist with emergency response procedures and after-hours issues as needed.
• Ensure building common areas, grounds, and facilities are maintained to company standards.

Vendor and Contract Administration

• Obtain vendor proposals and competitive bids for maintenance and capital projects.
• Prepare service agreements, purchase orders, and contract documentation.
• Monitor vendor performance and ensure compliance with contract requirements.
• Maintain certificates of insurance and vendor compliance records.
• Coordinate scheduled services including janitorial, landscaping, security, HVAC, and building maintenance.

Financial Administration

• Review, code, and process invoices for payment approval.
• Assist with accounts payable and accounts receivable functions.
• Support rent collection efforts and tenant charge-back processing.
• Assist in preparing annual operating budgets and monthly financial reports.
• Track expenses, reconcile invoices, and maintain accurate financial records.
• Support preparation of ownership reports and budget variance analyses.

Lease Administration

• Maintain lease files and tenant records.
• Abstract lease information into property management software systems.
• Track critical lease dates including renewals, expirations, and rent escalations.
• Assist with tenant billing adjustments and lease compliance matters.
• Maintain current tenant insurance certificates and lease documentation.

Administrative Support

• Coordinate meetings, calendars, and property-related events.
• Maintain organized property files, records, and documentation.
• Prepare correspondence, reports, presentations, and management summaries.
• Monitor office supplies and support daily administrative operations.
• Assist with special projects and other duties as assigned.

Qualifications

Education

• Bachelor’s degree in Business Administration, Real Estate, Property Management, Finance, or related field preferred.
• High school diploma or equivalent required.

Experience

• Two to four years of commercial property management, office building operations, facilities management, or related real estate experience preferred.
• Experience supporting multiple properties and working directly with tenants and vendors.

Knowledge, Skills, and Abilities

• Strong customer service and relationship management skills.
• Excellent written and verbal communication abilities.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize multiple projects and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Experience with property management software such as Yardi, MRI, Building Engines, Angus, or similar platforms preferred.
• Basic understanding of commercial leases, budgeting, and financial reporting.
• Strong problem-solving and conflict-resolution skills.

Working Conditions

• Primarily office-based with regular walking inspections of commercial office properties.
• May require occasional evening or weekend work to support tenant needs, emergencies, or special projects.
• Ability to travel between assigned properties as needed.

Physical Requirements

• Ability to walk properties and climb stairs during inspections.
• Ability to lift up to 25 pounds occasionally.
• Ability to sit, stand, and use standard office equipment for extended periods.

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person