Assistant Property Manager

The Assistant Property Manager will assist in managing the day to day operations for a portfolio of retail properties.

• Assist in overseeing day-to-day operations of retail properties.
• Utilize Yardi to maintain accurate and up-to-date property records, including leases, tenant information, financial data, and maintenance records.
• Generate and distribute reports as needed, using Yardi software to track property performance metrics.
• Serve as a primary point of contact for tenants, addressing inquiries, concerns, and requests in a timely and professional manner.
• Coordinate lease renewals, lease amendments, and tenant move-ins/outs, ensuring all documentation is accurate and up-to-date in Yardi.
• Serve as the primary point of contact for all tenants, vendors, visitors, and other stakeholders.
• Prepare tenant billbacks for management approval and maintain accurate records of billbacks.
• Maintain tenant contact information for emergencies, accounts payable-related matters, and lease-related matters.
• Maintain active correspondence with tenants, lease administrators, accounting clerks, and managers regarding accounts receivable and other matters.
• Assist tenants with maintenance/service calls by coordinating with appropriate contractors, obtaining estimates, preparing contracts, and processing invoices.
• Maintain active communication with day porters, security officers, and engineers to ensure smooth property operations.
• Work closely with vendors and contractors to coordinate property maintenance and repairs.
• Process vendor invoices and ensure timely payment, reconciling invoices with budgetary constraints as necessary.
• Assist in budget preparation and financial forecasting for assigned properties.
• Monitor tenant accounts receivable and assist in collection efforts as needed.
• Prepare lease amendments, assignments, and license agreements for review and modification, ensuring compliance with lease terms and regulations.
• Review broker commissions and ensure accuracy of commission calculations.
• Acquire monthly/annual gross sales reports from tenants and maintain accurate records of sales data.
• Prepare welcome packets for new tenants and assist with utility transfers as needed.
• Maintain lease files and documentation in Yardi, ensuring accuracy and compliance with lease terms and regulations.
• Coordinate lease abstracting and ensure lease information is accurately entered into Yardi
• Conduct regular property inspections to assess maintenance needs, safety hazards, and overall property condition.
• Coordinate with maintenance staff and vendors to address maintenance issues promptly.
• Manage files, including tenant and vendor documents, ensuring accuracy and accessibility.
• Update documents and maintain recordkeeping in data management systems.
• Handle mail and correspondence as requested.
• Issue notices to tenants regarding scheduled work on-site, lease violations, accounts receivable, and reporting.
• Answer and redirect incoming calls to appropriate parties.
• Update vendors with bill payment status and maintain organized vendor files.
• Organize workroom/office space and order necessary supplies for daily operation.
• Acquire tenant and vendor COIs and verify insurance coverage according to landlord requirements.
• Code all incoming utility bills and vendor bills accurately for proper accounting.
• Assist with monthly reporting, budgets, and CAM reconciliations as assigned.
• Prepare service agreements for recurring or one-time projects and maintain accurate records of agreements.
• Prepare property safety inspection reports and ensure compliance with safety regulations.
• Administer required annual fire drills, ensuring tenants are fully informed and documentation is properly acquired and filed.
• Act as a substitute for the manager at all times, especially during emergency on-site visits and move-out inspections.
• Maintain all tracking platforms and mechanisms as required by the manager, ensuring accurate and up-to-date records.
• Perform other duties as assigned to support property management objectives.

Qualifications:

• Bachelor's degree in a related field is preferred.
• Proven experience in commercial property management, retail experience is preferred.
• Proficiency in Yardi.
• Understanding of commercial real estate principles, lease administration, and tenant relations.
• Strong communication skills, with the ability to effectively interact with tenants, vendors, and internal stakeholders.
• Proven ability to prioritize and manage multiple tasks in a fast-paced environment.
• Detail-oriented with strong organizational, analytical and problem-solving skills.
• Proficiency in Microsoft Office Suite.