Ascend Talent Solutions
Overview
The Commercial Assistant Property Manager will work closely with the Property Manager, Property Coordinator, and Engineering and Security teams to ensure the successful fiscal and real property management of an industrial portfolio. The primary responsibilities are to participate in the preparation of the monthly and annual financial reporting packages and to project manage above-standard work for tenants including suite improvements and maintenance. Establishing and maintaining relationships with building vendors to drive high-quality work and service. Responsibilities Include
Ensure scheduling of outside vendor/contractor repair and maintenance work in accordance with budget plan and maintenance calendar. Oversight of on-site janitorial and landscaping staff to ensure completion of service requests and compliance with contract specifications for janitorial and landscape services. Provide assistance in all matters of security and life safety. Coordinate annual building fire and earthquake drills and assist in the development and ongoing implementation of Floor Warden and Emergency Response Team Programs. Along with the PM and Operations Manager, schedule testing of the building’s fire alarm systems and devices and work closely with outside service provider and Chief Engineer to ensure necessary repairs are made as per each inspection. Coordinate building maintenance and improvement projects under the direction of the SPM. Assist the PM in facilitating tenant improvement projects and work to be performed by outside contractors. Perform monthly property inspections, complete inspection reports, and submit to PM. Independently coordinate associated repair and maintenance items in keeping with budgetary requirements. Administer tenant move-in/outs in keeping with building policies and procedures. Coordinate services with tenant contacts and building service providers. Oversee elevator services and work closely with elevator technicians to ensure timely completion of maintenance requests, obtain technical information from on-site elevator technician on entrapments or problems requiring incident reports and ensure completion of scheduled elevator repair and maintenance items with the support from the Operations Manager. Review security Daily Activity and Incident Reports and work with the Security Site Supervisor to ensure professionally written and well-organized reports. Ensure distribution of annual asbestos notices to building tenants per the building ACM plan. Available out of business hours to provide support and direction at the property as needed. Support PM in all aspects of property management. Submit all outside contractor and vendor work estimates and proposals to PM for approval and work closely with Property Administrator to ensure creation and distribution of Purchase Orders. Act as back-up to the Property Administrator as required in his/her absence. Positively and professionally respond to inquiries from walk-ins, tenants, and vendors. Answer incoming phone calls and route appropriately. Manage recycling programs including educating the tenants on sustainable practices. Develop and distribute tenant notices and building operations correspondence to tenant office managers as required. Work with PA to ensure that Tenant and Vendor certificates of insurance are maintained and tracked. Review and approve all Accounts Payable. Responsible for collection and reporting on Accounts Receivable, including ensuring rent statements and work order billings are generated and mailed monthly, generating utility reimbursements and reporting to PM monthly until all rent is received. Follow up on rent collections and late charge billings, deposit rent checks, apply payments/monthly archive data from the lock box and verify income deposited into the accounting system including garage income if applicable. Assist in preparing monthly operating reports by working with the Property Accountant on accruals of invoices, purchase orders, electricity billings and after-hours HVAC, and provide input on upcoming projected invoices as well as review and comment on variance reports, occupancy and leasing reports, and any other required reports. Assist in preparing quarterly reforecasts including reviewing and commenting on capital and operating budgets, inputting and running Kardin, Yardi and Excel reports. Responsible for lease administration under the direction of the SPM. Maintain updated information on lease analysis, documentation and promptly update records upon completion of executed lease renewals, amendments, and new leases. Assist with preparing the annual capital and operating budget including collecting vendor budgets, projecting costs, revenue projections and leasing assumptions. At year-end and in spring, work with accounting and SPM to formulate Operating Expense estimates and reconciliations for tenant billing. Review and use Excel to compute the Operating Expense estimates and reconciliations for the upcoming year and prior year charges for each lease, and compile letters to tenants showing estimated operating expenses against base year and actual operating expenses against what was estimated for the prior year, including resulting refunds or charges. Assist in preparing the annual Strategic Asset Plan and budget presentation. Provide prompt and professional response to requests from building tenants and walk-ins. Nurture and maintain relationships with long-standing service providers and develop positive rapport with new service providers, representing the company with integrity and professionalism. Assist in the planning of tenant relations events in the building as directed by the SPM. Position Requirements
3+ years in commercial property management Strong knowledge of finance and building operations with excellent communication skills Highly proficient in Microsoft Excel, Word, and Outlook, Yardi, MRI, Timberline, Building Engines, and other commercial real estate software programs Professional with exceptional problem solving and analytical skills Excellent customer service skills and ability to develop long-term relationships with tenants Education
Real Estate license preferred (required within 6 months of starting) Medical, Dental, Vision, PTO and PST Seniority level
Associate Employment type
Full-time Job function
Accounting/Auditing, Administrative, and Customer Service
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The Commercial Assistant Property Manager will work closely with the Property Manager, Property Coordinator, and Engineering and Security teams to ensure the successful fiscal and real property management of an industrial portfolio. The primary responsibilities are to participate in the preparation of the monthly and annual financial reporting packages and to project manage above-standard work for tenants including suite improvements and maintenance. Establishing and maintaining relationships with building vendors to drive high-quality work and service. Responsibilities Include
Ensure scheduling of outside vendor/contractor repair and maintenance work in accordance with budget plan and maintenance calendar. Oversight of on-site janitorial and landscaping staff to ensure completion of service requests and compliance with contract specifications for janitorial and landscape services. Provide assistance in all matters of security and life safety. Coordinate annual building fire and earthquake drills and assist in the development and ongoing implementation of Floor Warden and Emergency Response Team Programs. Along with the PM and Operations Manager, schedule testing of the building’s fire alarm systems and devices and work closely with outside service provider and Chief Engineer to ensure necessary repairs are made as per each inspection. Coordinate building maintenance and improvement projects under the direction of the SPM. Assist the PM in facilitating tenant improvement projects and work to be performed by outside contractors. Perform monthly property inspections, complete inspection reports, and submit to PM. Independently coordinate associated repair and maintenance items in keeping with budgetary requirements. Administer tenant move-in/outs in keeping with building policies and procedures. Coordinate services with tenant contacts and building service providers. Oversee elevator services and work closely with elevator technicians to ensure timely completion of maintenance requests, obtain technical information from on-site elevator technician on entrapments or problems requiring incident reports and ensure completion of scheduled elevator repair and maintenance items with the support from the Operations Manager. Review security Daily Activity and Incident Reports and work with the Security Site Supervisor to ensure professionally written and well-organized reports. Ensure distribution of annual asbestos notices to building tenants per the building ACM plan. Available out of business hours to provide support and direction at the property as needed. Support PM in all aspects of property management. Submit all outside contractor and vendor work estimates and proposals to PM for approval and work closely with Property Administrator to ensure creation and distribution of Purchase Orders. Act as back-up to the Property Administrator as required in his/her absence. Positively and professionally respond to inquiries from walk-ins, tenants, and vendors. Answer incoming phone calls and route appropriately. Manage recycling programs including educating the tenants on sustainable practices. Develop and distribute tenant notices and building operations correspondence to tenant office managers as required. Work with PA to ensure that Tenant and Vendor certificates of insurance are maintained and tracked. Review and approve all Accounts Payable. Responsible for collection and reporting on Accounts Receivable, including ensuring rent statements and work order billings are generated and mailed monthly, generating utility reimbursements and reporting to PM monthly until all rent is received. Follow up on rent collections and late charge billings, deposit rent checks, apply payments/monthly archive data from the lock box and verify income deposited into the accounting system including garage income if applicable. Assist in preparing monthly operating reports by working with the Property Accountant on accruals of invoices, purchase orders, electricity billings and after-hours HVAC, and provide input on upcoming projected invoices as well as review and comment on variance reports, occupancy and leasing reports, and any other required reports. Assist in preparing quarterly reforecasts including reviewing and commenting on capital and operating budgets, inputting and running Kardin, Yardi and Excel reports. Responsible for lease administration under the direction of the SPM. Maintain updated information on lease analysis, documentation and promptly update records upon completion of executed lease renewals, amendments, and new leases. Assist with preparing the annual capital and operating budget including collecting vendor budgets, projecting costs, revenue projections and leasing assumptions. At year-end and in spring, work with accounting and SPM to formulate Operating Expense estimates and reconciliations for tenant billing. Review and use Excel to compute the Operating Expense estimates and reconciliations for the upcoming year and prior year charges for each lease, and compile letters to tenants showing estimated operating expenses against base year and actual operating expenses against what was estimated for the prior year, including resulting refunds or charges. Assist in preparing the annual Strategic Asset Plan and budget presentation. Provide prompt and professional response to requests from building tenants and walk-ins. Nurture and maintain relationships with long-standing service providers and develop positive rapport with new service providers, representing the company with integrity and professionalism. Assist in the planning of tenant relations events in the building as directed by the SPM. Position Requirements
3+ years in commercial property management Strong knowledge of finance and building operations with excellent communication skills Highly proficient in Microsoft Excel, Word, and Outlook, Yardi, MRI, Timberline, Building Engines, and other commercial real estate software programs Professional with exceptional problem solving and analytical skills Excellent customer service skills and ability to develop long-term relationships with tenants Education
Real Estate license preferred (required within 6 months of starting) Medical, Dental, Vision, PTO and PST Seniority level
Associate Employment type
Full-time Job function
Accounting/Auditing, Administrative, and Customer Service
#J-18808-Ljbffr