Essex Realty Management, Inc.
Assistant Property Manager
Essex Realty Management, Inc., Aliso Viejo, California, United States, 92656
Job Overview
The Assistant Property Manager (APM) will work closely with the property manager to oversee all aspects of the portfolio of commercial properties. The APM will perform administrative duties related to the operation of the properties which include but are not limited to responding to tenant requests, troubleshooting property‑related issues, working with vendors, and assisting the manager with the compilation of monthly reports, budgets, CAM reconciliations, and various tracking reports.
Core Competencies
Excellent interpersonal, customer service, analytical, critical thinking and problem‑solving skills.
Ability to multitask, adapt quickly to change and deliver projects within deadlines.
Extremely organized, detail‑oriented, accurate and thorough.
Ability to work independently, as well as collaborate with cross‑functional teams.
Amazing oral and written communication skills.
Knowledge of property management industry as it relates to facilities.
Position Responsibilities
Answers and directs phone calls pertaining to the portfolio.
Proofreads and types documents, including reports and correspondence.
Understands lease types to assist the Property Manager with ensuring lease compliance.
Assists in lease administration activities by processing all lease documents, including renewals, modifications, assignments, etc.; abstracting leases and keeping tenant databases current.
Ensures all property certificates of insurance for tenants and vendors are current and updated in the MRI tracking system.
Communicates daily with customers (tenants), vendors, and coworkers.
Follows established A/R guidelines, including contacting tenants regarding follow‑up on rent payment status and assisting Property Manager in lockouts, assigning late fees, or sending demand letters as necessary.
Processes tenant billback expenses.
Assists Property Manager with all aspects of annual budget preparation, monthly financial reports, and CAM reconciliations.
Participates in performance oversight of all service vendors who perform contracted services.
Manages the maintenance work order requests for the property.
Reviews, codes and submits invoices to the Accounts Payable system for payment.
Reconciles vendor statements, invoices and payments.
Assists and coordinates on‑site leasing inquiries and building activities such as tenant move‑ins and move‑outs.
Bids competitively and prepares all service contracts to assure high quality and cost‑effective services; assembles and analyzes contract bids, submits bids, recommendations and standard form contract agreements to the Property Manager for review.
Ensures that site files are organized, maintained and updated (where applicable).
Performs or assists with regular property inspections to ensure building operations are performed to standards and procedures.
Reviews incident reports and communicates with the Property Manager, client and/or insurance company, as applicable.
Assists in the response and resolution of after‑hour emergency calls as needed.
Assists with special projects as requested, other duties as assigned and all other general and administrative duties applicable to an office environment.
Role Qualifications
Minimum of 3–5 years of relevant experience in Commercial Property Management industry.
Proficiency with MS Office Suite such as Excel and Word.
Strong verbal and written communication skills; prior experience communicating with tenants and/or vendors in a professional, courteous environment.
Previous experience using real estate software (Yardi or MRI, AvidXchange, or similar programs).
Basic accounting knowledge and skills.
High School Diploma (or equivalent) required.
Bachelor’s Degree preferred but not required.
CA Real Estate license preferred, but not required.
Compensation & Benefits
Paid Time Off (PTO), Paid Sick Leave (PSL) and Holiday Pay.
Health Insurance Benefits (Medical, Dental, Vision, Life).
Physical Demands & Work Environment Physical demands: While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle, or feel objects, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch, or crawl, talk or hear, taste or smell. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate and consistent with an office environment.
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Core Competencies
Excellent interpersonal, customer service, analytical, critical thinking and problem‑solving skills.
Ability to multitask, adapt quickly to change and deliver projects within deadlines.
Extremely organized, detail‑oriented, accurate and thorough.
Ability to work independently, as well as collaborate with cross‑functional teams.
Amazing oral and written communication skills.
Knowledge of property management industry as it relates to facilities.
Position Responsibilities
Answers and directs phone calls pertaining to the portfolio.
Proofreads and types documents, including reports and correspondence.
Understands lease types to assist the Property Manager with ensuring lease compliance.
Assists in lease administration activities by processing all lease documents, including renewals, modifications, assignments, etc.; abstracting leases and keeping tenant databases current.
Ensures all property certificates of insurance for tenants and vendors are current and updated in the MRI tracking system.
Communicates daily with customers (tenants), vendors, and coworkers.
Follows established A/R guidelines, including contacting tenants regarding follow‑up on rent payment status and assisting Property Manager in lockouts, assigning late fees, or sending demand letters as necessary.
Processes tenant billback expenses.
Assists Property Manager with all aspects of annual budget preparation, monthly financial reports, and CAM reconciliations.
Participates in performance oversight of all service vendors who perform contracted services.
Manages the maintenance work order requests for the property.
Reviews, codes and submits invoices to the Accounts Payable system for payment.
Reconciles vendor statements, invoices and payments.
Assists and coordinates on‑site leasing inquiries and building activities such as tenant move‑ins and move‑outs.
Bids competitively and prepares all service contracts to assure high quality and cost‑effective services; assembles and analyzes contract bids, submits bids, recommendations and standard form contract agreements to the Property Manager for review.
Ensures that site files are organized, maintained and updated (where applicable).
Performs or assists with regular property inspections to ensure building operations are performed to standards and procedures.
Reviews incident reports and communicates with the Property Manager, client and/or insurance company, as applicable.
Assists in the response and resolution of after‑hour emergency calls as needed.
Assists with special projects as requested, other duties as assigned and all other general and administrative duties applicable to an office environment.
Role Qualifications
Minimum of 3–5 years of relevant experience in Commercial Property Management industry.
Proficiency with MS Office Suite such as Excel and Word.
Strong verbal and written communication skills; prior experience communicating with tenants and/or vendors in a professional, courteous environment.
Previous experience using real estate software (Yardi or MRI, AvidXchange, or similar programs).
Basic accounting knowledge and skills.
High School Diploma (or equivalent) required.
Bachelor’s Degree preferred but not required.
CA Real Estate license preferred, but not required.
Compensation & Benefits
Paid Time Off (PTO), Paid Sick Leave (PSL) and Holiday Pay.
Health Insurance Benefits (Medical, Dental, Vision, Life).
Physical Demands & Work Environment Physical demands: While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle, or feel objects, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch, or crawl, talk or hear, taste or smell. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate and consistent with an office environment.
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