Assistant Property Manager - Commercial

Brisbane, CA

Real Estate

About the position

The position involves managing relationships with tenants and decision-makers, coordinating tenant outreach programs, and addressing tenant concerns efficiently. The role requires regular meetings with the Senior Property Manager and key tenants to review property operations, monitoring work orders, and analyzing trends to improve service delivery. Responsibilities also include managing vendor invoices, preparing purchase orders, maintaining up-to-date tenant data, and coordinating tenant surveys. The position aims to maximize recoverable income and involves preparing tenant billings, monitoring account receivables, and assisting in property budget management. The role requires consistent property inspections, overseeing projects, ensuring operational compliance, and performing duties assigned by the Senior Property Manager. Attendance and the ability to travel 15% are essential functions of the job.

Responsibilities

• Develop and maintain working relationships with tenants and decision-makers
• Coordination and implementation of portfolio-specific tenant outreach programs
• Address tenant concerns quickly, professionally, and economically
• Attend regular meetings with Senior Property Manager and key tenants to review property operations
• Monitor work orders and preventative maintenance tasks, analyzing trends and recommending action plans to improve service delivery
• Review, code, submit and track vendor invoices
• Prepare purchase orders and service agreements
• Maintain up-to-date data including tenant contact information, building records, lease file information, Fire Evacuation Plans, and Tenant Handbooks
• Coordinate tenant survey process, including annual action plan implementation
• Maximize recoverable income on a property-by-property basis
• Prepare tenant billings
• Monitor and collect account receivables from tenants
• Work with the Senior Property Manager to develop and manage operations within each respective property budget
• Assist and support the Senior Property Manager in the preparation of monthly property financials
• Provide recommendations and assist in the preparation of property budgets including a 5-year capital plan
• Inspect properties on a consistent basis and make recommendations based upon data collected
• Coordinate all phases of pre- and post-move in process
• Oversee projects as requested by Senior Property Manager
• Schedule meetings with vendors, and facility maintenance teams as needed
• Ensure operational compliance (i.e., vendor contract reviews, insurance certificate compliance, tenant contact audit, etc.)
• Regularly review receivable reports and follow up on delinquent payments
• Perform other duties as assigned by Senior Property Manager and Regional Property Manager
• Perform all duties assigned to the Senior Property Manager in their absence
• Ability to travel 15%
• Attendance is an essential function of the job

Requirements

• Bachelor's degree in Marketing, Business, Real Estate, Finance, and/or Accounting preferred
• Professional designation from BOMA, IREM, or CCIM is preferred
• Minimum of 3 years of experience in commercial real estate property management
• Advanced Word experience, including PowerPoint, Excel PivotTables, VLOOKUP, Teams, Zoom and Data Tables preferred
• Ability to multi-task and prioritize tasks
• Experience in the analysis of operational and financial data
• Possess strong initiative and sense of personal responsibility
• Ability to establish and maintain rapport with the business community and interact with various levels of professionals
• Excellent organizational, written, and verbal communication skills