Assistant Property Manager in 92101 at Vaco

Job Description

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Tenant Relations. Responds to tenant needs and coordinates with maintenance staff to resolve problems. Maintains positive relationships and high retention levels with all tenants. Responds to all concerns and ensures compliance with rules and regulations.

Client Relations. Assists the Property Management team with the ongoing promotion of client relations and administration of the Lease Agreement.

Financial Reporting and Administration. Responsible for the collection of rent, follow up on delinquencies, and processes late fees when necessary. Assists with the payment of expenses. Prepares tenant move outs including security deposit refund/reconciliations. Assists Manager with the preparation and development of property budgets, forecasts, annual operating expense billings/reconciliation and understands and provides explanation for variances on quarterly basis. Prepares monthly Asset Management Reports, quarterly property accruals and variance comments for PM to review. Reviews monthly rent charges for compliance with lease schedules and submits changes to Manager for approval. Oversees and approves the calculation of all tenant sundry expenses and special billings.

Staff Supervision/Development. Assists in oversight and delegation of duties of any third-party contractors including engineers, security, parking and janitorial staff. Keeps Manager informed daily of property activities and supports Manager in all aspects of running the property. Assists in supervision and development of Property Coordinator.

General Operations. Performs daily inspections of property to monitor for maximum performance and efficiency. Recommends and assists in the coordination of alterations, maintenance and reconditioning of property as necessary and in coordination with the Manager.

Administrative: In the event the Property Coordinators are absent or require additional support, Assistant Property Manager will answer all incoming calls by third ring in a positive and professional customer service manner. Ensures that all calls are connected with the correct person or obtains permission to forward the call to voice mail. Takes detailed and accurate messages and ensures important messages are delivered to the appropriate person.

Specific Assistant Property Manager tasks include but are not limited to:

• Act as liaison with tenants, vendors and contractors, assisting the Property Management team with the ongoing promotion of client relations and administration of the Lease Agreement.
• Meet with Tenants monthly.
• Performs monthly property inspections
• Perform new Tenant orientations with whole PM team as available.
• Assists with monitoring compliance with lease terms and preparation of required notices.
• Review and approve Rent Up prepared by Realogics.
• Oversees and follows up on Rent Collections in coordination with PM.
• Prepare Late Fees.
• Process tenant billable expenses monthly for tenant billback (after-hours HVAC, lighting, above standard electric, and expenses incurred from vendor that are tenant's responsibility)

• Prepare and distribute monthly Rent Statements to Tenants.
• Perform first review of A/P Invoices. (Print and Submit all Utility Invoices)
• Update recurring expense spreadsheet.
• Maintain and distribute monthly vacancy reports to janitorial for maintenance.
• Coordinate with LAZ Parking on delinquencies.
• Review Lease Abstracts prepared by Realogics and send comments/approval to PM.
• Recommends and coordinates legal action as necessary.
• Prepares, records and posts Notices to Pay Rent or Quit and Notices of Non-Responsibility.
• Assists in the procurement, administration and maintenance of all service contracts.
• Prepare Service Contracts for vendor services.
• Oversee vendor relationships and manage service levels to ensure contract scope and service specifications are met, promptly identify and resolve issues through weekly walk-throughs in coordination with PM.
• Prepare License Agreements.
• Ensure vacant suites are maintained in clean/ready to show condition through semi-weekly inspections.
• Assist Manager with tenant and capital improvement budget administration and invoice processing per SOP.
• Attend T.I. Meetings and Punch walks when requested by Manager.
• Coordinates tenant move-ins and move-outs per SOP.
• Maintains and oversees Angus Anywhere in Property Coordinators absence.
• Collect, review and maintain tenant certificates of insurance in Ebix per SOP.
• Assists Manager with the preparation and development of property budgets.
• Assists Manager with the preparation and development of property forecast.
• Assists Manager with the preparation and development of property operating expense reconciliations.
• Assist with Annual Tenant Emergency Response training; distribute tenant training material as needed.
• Prepares tenant correspondence as required by Manager.
• Assist with tenant relation and broker special events
• Coordinates and complete special projects as assigned.
• Oversees the procurement, administration and maintenance of service contracts.
• APM is to be available after hours as needed.

Decision-Making. Makes thoughtful, prompt, systematic decisions under time constraints. Presents alternative solutions to problems and considers the impact of decisions.

Interpersonal and Communication. Articulates ideas, verbal and written, in a clear and understandable manner. Has good listening skills and facilitates communication. Shares information with others, seeks out feedback and constructive criticism. Uses diplomacy, tact, and negotiates effectively.

Alignment with Company Objectives. Understands and is committed to the mission and values of the company. Knowledgeable and adheres to company policies and practices. Attends BOMA and/or IREM programs and activities consistent with the Company's approval. Conducts and maintains relationships with "key" clients/tenants, industry and trade associations, representatives of government, public service organizations, customers and vendors as necessary in the overall management of the property.

Job Qualifications:

2-3 years Property Management experience preferred.

RPA or CPM designation preferred.

Excellent oral and written communication skills.

Experience in property accounting and financial reporting.

Experience in contract analysis, administration, and operations.

Proficient in MS, Word, Excel and Outlook. Experience with Yardi, PayScan and Angus Anywhere preferred.