Commercial Assistant Property Manager

OBJECTIVE AND POSITION SUMMARY

Supports and assists the Commercial Property Manager in overseeing and managing the financial and operational facets of the property. Independently responds to and resolves tenant and vendor concerns; ensure that tenant needs are met, and that high quality property management service is achieved, performs physical property inspections; partner with contractors/building engineers to follow through on any needed repairs or maintenance. Independently ensure budgeted maintenance and repairs are performed on schedule, partner with Building Engineers, or contracted maintenance vendors to schedule repairs and work orders, demonstrated ability to recognize high quality maintenance work. Assistant Property Manager will support the daily operations of property management by performing administrative tasks, organizing property tours, escorting vendors, and handling tenant and vendor relations. They are also responsible for independently inspecting property conditions and coordinating maintenance work.

PRIMARY DUTIES AND ESSENTIAL FUNCTIONS

• Supervise all daily operations in accordance with the management agreement and strictly enforces all
• policies set by client and company.
• Monitor expenses in relation to budget and utilities.
• Issue purchase orders reviewing for proper GL coding
• Review all invoices for accuracy.
• Process and code all invoices related to assigned facilities.
• Visit each tenant at least once a month.
• Prepare any and all reports requested by client.
• Process capital budget invoices and prepare documents for Bank Draws for assigned properties.
• Monitor pending invoices to keep all vendor accounts current.
• Collect and maintain data for creating following year’s budget.
• Prepare agenda notes and attend weekly meetings.
• Coordinate and audit security staff to ensure Policies and Procedures are followed.
• Review vendor contracts periodically for competitiveness.
• Develop building safety/evacuation procedures and educate tenants.
• Obtain insurance certificates from tenants and contractors.
• Coordinate and follow through with all vendor bids, contracts and work orders.
• Inspect vacant areas, recommending and initiating action to improve marketability as indicated.
• Assist in developing a schedule for regular building operational maintenance functions which includes the daily coordination and audit of engineering staff to ensure Policies and Procedures are followed and audit for performance.
• Monthly property inspections.
• Maintain vendor and tenant files.
• Maintain facility records required for various tenant governmental licensing requirements and compliance (JNCO, CMS etc.).
• Maintain office supplies.
• Handles other duties as required for the needs of the property and tenants.
• Maintain constant and clear communication with property manager on all above items.
• Receive and follow up with all incoming calls.
• Process property mail, sorting and delivering as needed.

MINIMUM QUALIFICATIONS AND COMPETENCIES

Education /Background:

• High School Diploma or greater (preferred)
• 2 years Commercial Property Management experience (preferred)
• Arizona State Real Estate License (preferred) - Employee will be required to obtain Arizona Real Estate License within the first year of employment.