Assistant Property Manager

About the position

The Assistant Property Manager at Lincoln Property Company plays a crucial role in the operation, physical condition, and financial performance of assigned assets, which may include office, retail, mixed-use properties, and property owners associations. Reporting directly to the Senior Property Manager, the Assistant Property Manager is empowered to take necessary actions to fulfill their responsibilities, provided these actions align with established policies and sound business judgment. This position emphasizes the importance of tenant relations, requiring the Assistant Property Manager to maintain personal contact with existing tenants to foster goodwill, trust, and loyalty, thereby minimizing tenant turnover. The role involves managing tenant requests through a work order system, ensuring timely responses to complaints and inquiries, and communicating promptly regarding delinquencies to facilitate timely rent payments. The Assistant Property Manager will also assist with new tenant onboarding and coordinate construction efforts alongside the Project Manager, attending construction meetings and managing invoicing for construction management and subcontractor payments. In addition to tenant relations, the Assistant Property Manager is responsible for implementing operational plans for building maintenance, preparing contracts for vendor agreements, and ensuring compliance with service contracts. They will work closely with building engineers to maintain adequate inventories of supplies, coordinate fire drills, and supervise outside contractors. The position requires regular inspections of the property to assess its physical condition and make recommendations for improvements. Financial responsibilities include preparing annual budgets, analyzing lease documents, monitoring delinquency reports, and maintaining accurate records of rent collections and tenant charges. The Assistant Property Manager will also assist in the preparation of monthly reporting packages and ensure that all records related to leases, purchases, and tenant activities are meticulously maintained. This role is essential in ensuring the smooth operation of the property and requires a proactive approach to managing tenant and operational needs.

Responsibilities

• Promote Tenant Relations and maintain personal contact with existing tenants to promote goodwill and loyalty.
• Ensure timely handling of tenant requests through a work order system.
• Handle complaints or requests from building tenants and communicate promptly regarding their needs.
• Promptly answer inquiries related to billing and other tenant inquiries.
• Communicate with tenants regarding delinquencies to ensure prompt payment of rent.
• Assist with new tenants and tenant up-fits, coordinating with the Project Manager.
• Attend construction meetings during tenant up-fit and assist with invoicing for construction management.
• Implement plans for building cleaning operations and notify the Senior Property Manager of suggested changes.
• Prepare Short Form Contracts for vendor agreements and submit for review.
• Work with Building Engineers to maintain adequate inventories of operating supplies.
• Coordinate and schedule annual fire drills.
• Supervise outside contractors and vendors providing services to the property.
• Inspect the physical condition of the building and recommend actions to the Operations Manager.
• Maintain Action Plans and ensure they are current and available for owner review.
• Prepare annual budgets with oversight from the Senior Property Manager.
• Analyze lease documents and prepare monthly Late Notices for rental payments.
• Review Delinquency Reports and summarize actions taken for the Senior Property Manager.
• Maintain records of utility consumption and lease data by tenant.
• Report accidents and emergency situations to the Senior Property Manager immediately.

Requirements

• Four-year degree or equivalent combination of education and experience.
• At least 3 years of experience in commercial property management.
• Prior experience managing high-rise office buildings is extremely helpful.
• Proven record of providing excellent internal and external customer service.
• Strong interpersonal skills with excellent verbal and written communication skills.
• Excellent organizational skills with attention to detail.
• Intermediate proficiency in computer programs including Word, Excel, PowerPoint, and Outlook.
• Experience with MRI, Yardi, Avid, and accounts payables is a plus.
• Ability to handle multiple and changing priorities with a sense of urgency.
• Ability to work independently and in a team environment.
• Self-starter with excellent time management skills and ability to meet deadlines.
• High level of professionalism and confidentiality.

Nice-to-haves

• Experience in managing mixed-use properties.
• Familiarity with tenant retention programs.
• Knowledge of construction management processes.

Benefits

• Health insurance coverage.
• 401k retirement savings plan.
• Paid holidays and vacation time.
• Professional development opportunities.
• Employee discount programs.