Assistant Commercial Property Manager

Job Title

Assistant Commercial Property Manager

Reports to

Facility Manager & Managing Directors

The purpose of this job description is to communicate the overall purpose, key responsibilities, and duties of the Assistant Property Manager position. We are a commercial property management, sales, and leasing firm. Our company’s philosophy requires that all employees contribute on a team basis for the purpose of overall company success. While the following information should be considered a comprehensive description of this position, it should be noted that some responsibilities and duties might not be specifically addressed. We reserve the right to amend or change this description at any time.

Job Overview

The general responsibility of the Assistant Property Manager is to directly assist the Facility and Property Manager in directing and coordinating on and off-site commercial property management activities.

Ensures the efficient operation of the properties in our portfolio by providing the highest level of professionalism and client/tenant service while controlling expenses and limiting client and firm risk.

Essential Duties and Responsibilities (in no order of priority)

• Must be able to work at a fast pace, perform duties while under pressure and meet deadlines in a timely manner, to interact/communicate with other employees, property owners, tenants, vendors, and the public in a professional and pleasant manner.

• Perform routine inspections of the property to ensure proper operation of building systems, overall tenant satisfaction, general curb appeal, proper maintenance, and code compliance.

• Ensures owner/tenant satisfaction though high-level interaction with the same.

• Closely monitors and tracks all health, life, safety, legal and insurance claims for monthly Facility Manager review.

• Monitors weekly cash balances on assigned properties. Ensures monthly mortgage. payments, sales tax, insurance premiums, and real estate taxes are paid timely on assigned properties. Facilitates owner funding if necessary.

• Oversees and coordinates transition and disposition of portfolio properties.

• Completes, supervises, and coordinates preparation of monthly client operation reports for Facility Manager or Property Manager review (financial statements, report narratives, comparative income statements, etc.).

• As appropriate, monitors and coordinates timely Real Estate, Quarterly, State and Federal Tax preparation and submission.

• When needed to complete specific tasks and to meet deadlines, overtime is required.

• As appropriate, ensures property insurance policies are renewed before expiration.

• Ensures tenant/vendor files and insurance certificates are kept current.

• Investigate accidents, vandalism, or property damage, recommending action and/or submitting claims for payment to an insurance carrier.

• Prepare property operating budget(s) and analyze expense reconciliations.

• As appropriate, oversees and ensures annual corporate entity and annual condo filings are submitted to the appropriate state authorities as well as maintain copies of bylaws, rules & regs, & meeting minutes. Attend condominium or association meetings as needed.

• Seeks educational and development opportunities in order to stay current with company goals and industry trends.

• Supervise tenant move-ins and move outs.

• Approves the processing of invoices and their proper coding for property related expenditures for assigned properties.

• Perform special assignments upon request; direct, supervise and participate in research, analysis and development of studies as needed.

• Supervises and ensures timely tenant default and associated communication notices.

• As necessary performs construction management. Ensures accurate records are maintained for all tenant improvement and construction management activities.

• Maintains clear line of communication and works closely with Marketing and Leasing personnel.

• Ensures weekly property services meeting agenda and task lists are current.

• Ensures group Outlook Task and Calendar files are updated on a monthly basis.

• Maintains the Corrigo / Yardi online maintenance system. Trains staff, tenants, clients, and vendors as applicable in the use of the system.

• Oversees/recommends periodic updates of property management proposal materials, operating reports, tenant handbooks, online documents and ancillary prospect/client materials. Display flexibility in performing other duties as assigned. Supervisor Responsibilities.

• Supervise on-site employees and applicable office staff as projects may require. Carry out supervisory responsibilities in accordance with our company policies and applicable laws. Responsibilities include interviewing, training, planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

• Through example and supervision, ensures a professional appearance and attitude for all property staff.

• Directs staff to respond to all client/tenant requests or complaints in a timely, efficient and courteous manner in accordance with our company’s and or property owner guidelines.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee regularly works inside under office conditions. However, the duties and responsibilities of Assistant Property Manager requires some outside time with possible extended exposure to cold or extreme heat. While performing the duties of Assistant Property Manager, the employee is regularly required to handle, or feel objects, tools, or controls; reach with hands and arms; and talk and hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and smell.

The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus

The noise level in the work environment is usually low.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability.

Education and/or Experience

Real Estate or related field preferred[SP1] ; however will except equivalent experience in the field of commercial property management or closely related industry. Solid knowledge of Yardi, Microsoft Word, Excel, Outlook, Adobe Acrobat requested.

Language Skills

The employee should have an extremely high ability to communicate with owners, tenants and vendors. The employee should also be able to effectively present information and respond to questions at the highest professional standards.

Mathematical Skills

Abilities to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to calculate figures and amounts such as discounts, simple and compound interest, TVM, amortization, ratios and percent’s. The employee should also be able to create and use Excel formulas.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Certificates, Licenses, and Registrations

Driver’s License is required.

Valid Florida Real Estate Salesperson License not required, but beneficial

Driving/Traveling

Occasional need (10% to 25% of the time) to utilize personal transportation to travel to various properties in the Tallahassee, Florida area. Must have valid driver’s license and automobile insurance coverage.

 [SP1]Do we want to specifically mention bookkeeping or accounting background instead or, or in a edition to real estate background?