The Assistant Property Manager plays a crucial role in the efficient and effective delivery of management services and reporting for our multi-family and commercial portfolio. The following duties and responsibilities are integral to this position:

ESSENTIAL DUTIES AND RESPONSIBILITES

Tenant Relations:

• Responsible for maintaining tenant relations and ensuring tenant satisfaction

• Assist in Coordinating  and attend tenant events when requested

• Coordinate all tenant move-ins and move-outs with leasing, accounting, and building staff

• Handle incoming calls and/or communications from the tenancy

• Draft  correspondence to tenants regarding building issues and seasonal weather events

• Send welcome gifts to new tenants

• Audit tenant emergency and operating hour contact information on a regular basis

Quality Control

• Promptly coordinate unit-turns to meet immediate leasing and marketability requirements

• Schedule building repairs and maintenance with outside vendors when necessary

• Handle minor technical IT issues/phones issues with our preferred vendors when necessary

• Obtain current vendor or tenant Certificates of Insurance (COI) with correct Additional Insured before repair or services are performed

• Prepare or review incident reports and promptly provide to Property Manager for review and approval

• Coordinate annual building fire drills; communicate with tenancy rules and protocols for such events and prepare fire drill evaluation form

• Input new equipment purchases (Assets) and warranties in Rent Manager

• Maintain lobby directories and elevator display screens with updated information

• Create and regularly update Tenant Handbooks, Storm Preparedness Plan and Building Emergency Procedures

• Daily monitoring of ManageGo: entering and closing work order tickets, tenant follow-up to ensure tenant satisfaction.

• Assist in management of day-to-day coverage, including after-hours, holidays, and vacations of field staff

• Keep track of all Local Law Compliance items and scheduling of inspections in Site Comply and Rent Manager Create/revise any forms or letters when needed by the Property Management team such as engineering inspection reports and vendor termination letters

Financial Management:

• Assist Property Manager in preparation of annual operating and capital budgets

• Accurately review and code invoices for prompt processing and approval in AVID

• Communicate and correspond with tenants regarding outstanding rents

• Timely bill-back and collection of all reimbursable charges to tenancy

• Create commercial tenant lease abstracts and submit to Property Manager for approval; audit tenant leases for discrepancies or recurring charge bumps that should occur annually

•   Ensure that monthly rent invoices are sent out to all tenants by Accounting; send late fee letters to tenancy when needed via Rent Manager

• Send Tenant Adjustment form to Accounting to correct or accurately charge Tenant Accounts

•  Consistently present opportunities to upper management on ways to reduce contracted service expenses and materials purchases through discounts or economy of scale purchasing

Inventory and Supplies Management:

• Make sure building related supplies and materials are ordered in a timely manner to replenish inventory

• Make sure building amenities such as conference rooms, break rooms and gym is maintained and organized

General Duties:

• Gain ongoing knowledge of software platforms utilized by the company, such as Rent Manager, AVID, ManageGo, SLACK and WRIKE

• Organize all files and save in BOX and not on computer drives

• Write standard works in Notions to update operational processes and information

• Understand and comply with company policies and procedures to maintain consistency in service delivery, reporting and communication

• Apprise Supervisor or upper management on any pertinent or potential legal issues

• Promptly attend and participate in all scheduled meetings related to the position or assigned properties

• Meet deadlines and tasks as assigned, setting own project deadlines responsibly

• Perform other duties as assigned