Assistant Property Manager

DUTIES AND RESPONSIBILITIES:  Included, but not limited to the following, as other duties or projects may be assigned.

 

LEASING

• Correspondence – Term Commencement hold over letters.
• Deal Packet – Prepare electronic deal packet for Property Manager approval.

• Leasing Meeting – Participate in team meetings monthly to discuss new and renewal deals.  Print out QB 18 month roll, Active Proposals, Deal Terms History Report, Stacking Plan and Excel Target Rate Sheet.
• Marketing – Submit floor plans to Marketing for upload into QB Suites.
• Quickbase – QB 18 month roll weekly, Deal Flow for all tour activity and  proposals daily.  Vacant Suite Summary – monthly.

• Renewals – Prepare Letter of Intent (LOI) for Property Manager approval.

• Stacking Plans – Review monthly and ensure accuracy.
• Storage – Market space and prepare Letter of Intent (LOI) and leasing folders for deal submittal to corporate.  Facilitate Signature Process. Property Manager to Review/Approve.

• Tours - Participate in tours with Leasing Agent, if Property Manager is not available.
• Vacant Suite Maintance – Work with Leasing Agent and Property Manager to determine construction scope required.  Walk vendors, review bids for work, and prepare QB-Deal Flow Job Set Up.  Ensure job completion.

 

BUILDING OPERATIONS

• Building Memos – Review for Property Manager’s approval.

• Contract Services – Oversee contract and hold monthly meetings for Elevators, Janitorial, Landscape, Parking and Security, as determined by Property Manager.
• Emergencies (Water losses, Fire, A/C system failures) – Be available to respond after hours and coordinate restoration efforts as required.

• FLS Training –Ensure that tenants comply with requirements via RJ Westmore Training. Annual fire drill coordination.

• Incident Report – Prepare QB Incidents & Claims for elevator entrapments, floods, slip and falls, property damage and other incidents as needed.

• Inspections - Conduct monthly janitorial, landscape and parking inspections.  Participate in Design + Construction and Executive Tours as scheduled.

• Parking –Participate in monthly Parking Meetings on-site.
• Permit Tracking – Track and upload all permits QB Permits.
• Technology/Tools – Review information and provide recommendations to correct/update in the following databases: Electronic Tenant Handbook, Gridium, NetFacilities/Angus,
• Work Orders – Review NetFacilities/Angus for response time and trends. Take corrective action where needed.

 

CONSTRUCTION

• Change Orders – Review change orders for Property Manager approval.
• Construction Meetings – Attend meetings as required.
• Punch Walk - Perform at job completion.  

• Review - Space Plans, Construction Plans, Cost Estimates, Submittals & Requests for Information (RFI’s).
• Schedule – Facilitate access for vendors through duration of project.
• Statement of Work (SOW) – Review for Property Manager’s approval. 
• Tenant Improvements – Review TI Reimbursements as submitted. Review MRI Job Costs to confirm correct budget amounts, timely close out of completed jobs and collect overages as required.

 

STAFF COORDINATION

• Daily Exchange/ Promise Advocate  – Daily meeting participitation.  Lead in Property Manager’s absence.  
• Staff Meetings – Attend monthly.
• Team Building – Developing each employee at Property for career path/development.
• Timesheets – Prepare for self and day porters (PTO, OT requests) as second in putter.
• Training – Train dayporters, new hires, and transfers on their position’s duties.  Learn and be able to train all staff on databases to include:  Gridium, MRI, NetFacilities, Nexus, and Quickbase.

 

ACCOUNTING

• Accounts Payable – Prepare all invoices submitted through AVID Portal.
• Accounts Receivable – Review YARDI - Aged Delinquency Report with frequency to ensure timely collection of all outstanding balances.  Ensure accurate billings for TLA’s, percentage rent, and ancillary charges.
• Budget Preparation – Collect cost estimates for budget. Input storage, Misc. Income, and expenses as needed.
• CAMS – Review annual reconciliations and estimate billings.
• Defaults – Review Notice to Pay Rent or Quit.  Prepare lease obligation spreadsheet and submit uncollectable accounts to collections for Property Manager approval.

• Occupancy Change Reports – Review Occupancy changes for Property Managers approval as requested.
• % Rent – Calculate % rent and verify billings to ensure billing calculated per lease terms.

• Purchase Orders – Review in Nexus and participate in Monthly PO meetings on the 27^th of the month (or next business day).

 

 

• Reporting – Review Yardi - Variance Reports following Commercial Property Management Calendar for deadline guidance. Review Ancillary Charges, DQ Reports, Janitorial Vacancy Reports, Late Fee Reports, Open Credit Reports, Rent Rolls, Rent Up Reports.

• Security Deposits – Review MRI – Lease Security Deposit Report for any security deposit burn downs required per lease provisions and collect all balances due.

• Tenant Ledger Adjustments (TLA) – Review TLA’s for submeters, after hours HVAC, Lights, work orders, special security requests.  Review QB Trend Reports and MRI- Expanded General Ledger for 53010 account.

 

TENANT RELATIONS/CUSTOMER SERVICE

• Annual/New Tenant Surveys – Review all surveys and follow up on items that receive low marks, per Property Manager direction.
• Building Events – Coordinate and oversee events such as Blood Drives, E- Waste Recycle, Flu Shot Clinics, and Toy & Food Drives.
• Calendar Reminders – Monitor reminders for Assistant Property Manager & Property Manager from the Property Management and Accounting Monthly Calendars.
• Tenant Expectations – Manage Tenant expectations in a professional and friendly demeanor and refer to lease language for clarification for above standard service requests.
• Very Important Customer (VIC) Meetings – Attend VIC Meetings as invited by Property Manager.