Assistant Property Manager
OVERVIEW:
The Assistant Property Manager will assist the Property Manager and Senior Property Manager in the management and supervision of property management services for 301 College Center. The main areas of responsibility will be day to day oversight and support of all property management, property administration and tenant service requests including supervision of third-party service vendors providing commercial property management services.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Operations and Vendor Services Administration
Assist the Property Manager in the day-to-day supervision and administration of the following service vendors, including but not limited to the following.
- Janitorial services: Daily and nightly routine services, carpet cleaning, and any specialty cleaning. This includes weekly building inspections before and after normal business hours.
- Elevator and escalator systems: Assist the Property Manager in conducting routine evaluations of the performance of the systems, follow up on outstanding preventative maintenance tasks, follow up on annual elevator audits to ensure vertical transportation quality and that all installation and operation of elevators and escalators are compliant with state regulatory codes.
- Interior and exterior stone: Metal and wood maintenance.
- Waste management and recycling programs: Keep detail records of diversion rates.
- Pest control: Ensure that services, practices, and treatments are rendered in a sustainable and responsible manner.
- Interior and exterior landscaping: Conduct routine inspections and oversee installations of seasonal color.
Service Contract and Claims Administration
- Monitor, at the direction of Property Manager, the scope and terms of all service contracts to ensure agreements are current and reflect actual practices.
- Launch contract related workflows.
- Assist, as directed, in the reporting, communication, and documentation of all insurance claims.
- Track Incident Reports/End of Shift Reports in the security related Perspective database and follow up on reported operational issues.
- Coordinate, as directed, with property management, engineering, and security teams to collect information on incidents or claims and follow up as needed to resolve claims.
- Assist in drafting agreements as requested and directed by Property Manager or Senior Property Manager.
Building Inspections and Help Desk Support
- Conduct daily inspections of primary common areas including the building lobbies, exterior plazas, and main levels of the parking garage to ensure these areas are maintained to the highest levels of cleanliness, maintenance, and temperature control.
- Submit work order requests for any deficiencies observed during routine and one-off inspections. Follow up on work orders as needed to verify completion of items.
- Review Work Order reports at the end of business day and check on any outstanding items to ensure compliance and client satisfaction.
Project Management and Administration
- Assist Property Manager or Senior Property Manager as directed in the following areas of project management, building construction projects, and tenant upfits. Core duties include the following:
- Maintain proper documentation of all construction activity, including construction drawings, tenant correspondence, contracts, and related purchase orders, permits and certificates of occupancy.
Building Information and Database Management
- Manage paper files, including current and archived leasing files, project files, and building drawings to minimize file size and to ensure conformity to established filing processes.
- Assist the Property Manager as directed in their role as SharePoint Site Administrator.
Financial Administration
- Assist in the preparation of building operating expense budget and capital budget.
- Serve as coder in the accounts payable/receivable processing to include the creation of purchase orders that accurately conform to the terms of existing service or project agreements or proposals, ensure proper coding of purchase orders, and monitor budget variances. Adhere to all deadlines and accounting principles.
- Assist in monthly budget variance analysis and forecasting duties. Assist with accounts payable process in accordance with divisional and corporate guidelines.
Tenant Relations & Lease Review
- Serve as main point of contact for any requests or questions by tenants related to Building Amenity Center. Proactively respond to all requests. Have a thorough knowledge of all audio visual equipment, rules & regulations, and any billable charges related to space.
- Coordinate amenity spaces for tenants. Help plan, as requested, any building managed or tenant managed events in space.
- Proactively inspect tenant and common areas to ensure highest quality of service delivery by PM team; serve as point person to resolve all requests and complaints as quickly as possible.
- Assist the leasing team, when directed by the Senior Property Manager, in marketing the property to prospective tenants, including preparing vacant spaces to show and enhance common areas and amenities.
- Assist with the review, interpretation, and enforcement of tenant leases. Read all leases to understand specific obligations of the landlord and each tenant.
- Assist the Accounting Department as needed, by checking lease terms as reflected in rent roll and Accounts Receivable, and with the collection and review of Certificates of Insurance.
- Assist Accounting Department in keeping all stacking plans current and accurate.
- Establish and maintain relationship with primary tenant contacts and work to resolve complaints as needed.
- Participate, and take lead as directed, on tenant relations activities, events, information flyers and meetings as needed.
- Coordinate with other building departments including Engineering, Administration, Accounting, Security, and Parking to ensure information is shared and activities are properly coordinated.
Qualifications
The requirements listed below are representative of the knowledge, skills, and abilities that are preferred and/or required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
A bachelor’s degree in real estate, business, construction, or a related field from an accredited college or university, one to five years of professional commercial real estate experience, preferably in a commercial real estate management environment, or an equivalent combination of education and experience.
Certificates, Licenses, Registrations
The following credentials are desired for this position: RPA or CPM designation; LEED Accredited Professional (AP) or Green Associate (GA); North Carolina Real Estate Broker’s license. Candidates are not required to possess such credentials as a condition of hire but must be willing to pursue these as part of the training required for the position. Membership in BOMA or IREM is encouraged.
Language & Interpersonal Skills
Candidate must have excellent communication skills, both verbal and written. Candidate must also have strong teamwork skills and be able to motivate others, instill confidence in teammates and customers alike, and provide corrective direction effectively. Key requirements include:
ability to effectively communicate with superiors, vendors, tenants, various property management personnel and the public. Ability to read, write, analyze, and interpret contracts, leases, construction drawings, financial reports, and legal documents. Ability to effectively communicate with and present information to clients, tenants, employees, partners, and other divisions.
Ability to respond in a professional and appropriate manner to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to resolve conflict, negotiate business agreements, and enforce existing agreements without disrupting customer/client relationships. Must have a superior grasp of the English language and be able to use and apply advanced language principals involving grammar and punctuation.
Computer and Technology Proficiency
The candidate must have a high degree of proficiency in computer technology and applications typically used in real estate management such Microsoft Office Suite, accounting software, work order systems, and other technology tools. The candidate must stay abreast of advances in technology and seek to deploy new technology as appropriate for all aspects of building operations, tenant services, and financial management. Yardi accounting software knowledge preferred.
Mathematical and Financial Skills
Candidate must have a solid grasp of financial and mathematical practices commonly deployed in the real estate industry such as budgeting, variance reporting, capitalization, amortization, BOMA space measurement, commercial operating expense gross ups, rent allocations, and other mathematical concepts involving addition, subtraction, division, multiplication, fractions, percentages, ratios, and proportions.
Reasoning Ability
This position requires a superior ability to think from the perspective of both the property owner and the tenant. The candidate must possess a high degree of problem solving and analytical skills combined with superior judgment and common sense. Ability to manage multiple projects and duties while also following through with vendors to ensure work is completed in a timely manner.
The candidate must be able to tolerate uncertainty and lack of clear or consistent guidelines while applying sound judgment to achieve company or client objectives.