Position Overview:
The on-site Assistant Property Manager reports to the on-site Sr Property Manager and collaborates regularly with the General Manager as well as other departmental representatives including leasing, construction, finance and accounting and and engineering. The position will act as the internal contact and support conduit for tasks relating to daily management activities and delivery of enhanced workplace experiences as well as administrative responsibilities relating to the property.
The Assistant Property Manager is expected to develop and maintain strong relationships with all on-site personnel and be accountable to departmental management for ensuring issues and needs are responded to in the most expeditious and efficient manner possible. The Assistant Property Manager will assist the Sr. Property Manager with day-to-day responsibilities including: accounts payables; work order scheduling and tracking; office administration; customer relations and communications. Essential Duties and Tactical Responsibilities: Customer Experience:

Assist with the customer deployment/move-in process including monitoring key milestones, scheduling “check-ins” with customers, and preparing tracking reports to alert the broader management team of potential risks/issues on a project-by-project basis
Provide administrative assistance for last mile execution of workplace experiences and amenity roll-outs
Distribute emergency tenant e-communications
Assist in the research, purchase and distribution of promotional items
Assist in the research, purchase and delivery of any customer, broker, vendor and/or employee appreciation gifts
Assists with general administrative tasks as assigned including filing; ordering marketing, property management, and amenity supplies; computer and data entry work; preparing spreadsheets and reports; etc.

Communications:

Maintain distribution lists including customer contact lists, emergency contact lists, vendor contact lists, etc. as well as other lists/records pertinent to the leasing/marketing, construction, property management and finance/accounting departments.
Create and distribute a work-in-progress (WIP) report and provide weekly team updates with regard to project/build-out schedules and crucial deadlines
Support development of a property-specific master customer calendar including: events, amenity and/or workplace experience roll-outs, building/construction updates, etc.
Prepare incident reports for insurance purposes.

Finance and Accounting:

Assist with Financial Reporting and Budgeting with the Property Manager & Accounting Department. These reports may include assisting with Monthly Variance Reports and/or Quarterly Investor Reports.
Responsible for timely coding and processing of invoices utilizing Accounts Payable Workflow System.
Assist with Aging Reports & Accounts Receivable collection efforts on a monthly basis.
Prepare Statements and Ledgers for Tenants.
Prepare Tenant Charge Documents.

Property Administration:

Prepare and distribute lease administration forms for lease commencements, lease expirations and move-in/move-out forms.
Coordinate services to the building and ensure quality of services which may include Janitorial, DayPorter, Security and/or Landscaping.
Order uniforms for engineers.
Answer telephone and screen calls for appropriate personnel; greet guests and notify personnel of incoming visitors; accept deliveries/packages; maintain conference room and order office supplies.
Receive work order requests (by phone or in person) and enter into web-based work order system. Monitor work orders for completion.
Maintain records for Purchase Orders, Service Contracts and Certificates of Insurance.

Qualifications:

Two to three years of property management related experience preferred.
Minimum of high school diploma/GED Equivalent. Bachelor’s Degree preferred.
Experience in a commercial real estate or hospitality related industry is also required.
Must have a valid driver’s license with proof of insurance if driving is required for the position.
Proficient in Microsoft Office (Outlook, Word and Excel). Experience with Yardi, Argus Budget, Procure to Pay.
Strong written and verbal communication skills
Excellent attention to detail
Outstanding customer service skills
Must be able to give and take direction and interface with decision makers in a professional manner and maintain confidentiality.

Fulltime, Onsite Temporary contract, minimum of 3 months $20-$25/hr