Commercial Assistant Property Manager - BGSF : Job Details

Assistant Property Manager Direct Hire; $65K - $75K plus bonus Anaheim, CA 92806SUMMARY: The Assistant Property Manager is responsible for assisting the Property Manager with managing a group of properties and fulfilling the manager's obligations under the property's management agreement.It is also the responsibility of the Assistant Property Manager not only to exhibit legendary customer service when communicating with tenants, prospective tenants, owners, and vendors but also to focus on productivity and results.ESSENTIAL JOB FUNCTIONS: OPERATIONAL MANAGEMENT RESPONSIBILITIES: qAssist with the activities associated with a property or group of properties. qAssist with all lease administration duties. qConduct initial collection calls and track follow-up. qSupervise vendors (landscaping, janitorial, etc.) and maintenance staff. qPerform regular property inspections and complete inspection report. qAssist with the development of operating and capital budget. qAssist in preparation of monthly reports for owners (including variance reports, executive summaries, stacking plans and aging reports). qWork with the Property Manager to coordinate tenant improvement and capital projects. qInterface with tenants and vendors in daily operations of the building. qRepresent and communicate clearly and accurately, in person, over the phone, and in writing the authority of the Property Manager based on legal agreements in effect and company policies. qInitiate and execute day-to-day operational procedures which include: •Safety, Risk Management, efficiency and quality standards. •Financial, personnel and administrative duties/functions. •Management agreement administration, analysis, review and feedback to owners and the company. •Filing hard copy and computer files - keeping them current and in the approved format. •Contact and interaction with engineers, security, and housekeeping/janitorial. •Tenant move-ins and move-outs. •Maintenance programs for property interior and exterior, as well as mechanical systems, build-outs, renovations, tenant move-ins, and move-outs. •Screen, hire, supervise and train staff as required, which may include: receptionist, administrative associate, assistant property manager II, chief building engineer (and engineering staff), day porters, security guards, etc.PROPERTY MAINTENANCE RESPONSIBILITIES: qWork to assist the Property Manager in order to initiate, contract, and administer all necessary services to maintain and enhance the value, the operating efficiency, and the physical appearance of the property, including: •Contract services, including day porter/janitorial, window cleaning, landscape maintenance, security, parking, metal refinishing, etc. •Building engineer and engineering staff. •Quality and performance standards for engineering and contractors ensuring compliance with agreements. •Contracting and monitoring qualified contractors and trades people needed for project or tenant construction and remodeling. •Maintaining current certificates of insurance for all contractors.qPrepare all Service Agreement and Construction Agreement documents (including work authorizations, addendum's, amendments and contract approval forms). qTrack and maintain Energy Star benchmarking data so information is current and accurate. qConduct tenant training meetings to improve building efficiencies.MANAGEMENT/OWNER RELATIONS RESPONSIBILITIES: qProfessionally represent while adhering to the terms and conditions of the management agreement. qAccurately, on a timely basis, communicate with the Property Manager to ensure the owner's needs and requirements are met. qMaintain open and regular communication with the Property Manager.TENANT/LEASE ADMINISTRATION RESPONSIBILITIES: qMaintain ongoing tenant contact/relations program to constantly assess needs and help assure the problems are being resolved and are to the satisfaction of the tenants and owners. qRespond positively and promptly to all tenant requests and lease inquiries. qResolve problems to the mutual benefit of the tenant and the owner. qImplement and monitor tenant needs assessments. qAdminister all leases to assure compliance with provisions/agreement. qDetermine and execute on timely basis escalations, reconciliations, and rent collections. qMaintain current certificates of insurance for all tenants; ensure coverage complies with lease requirements. qShow space to prospective tenants (requires real estate license). qAdminister all leases assuring compliance with provisions/agreement.FINANCIAL/ACCOUNTING MANAGEMENT RESPONSIBILITIES: qAssist the Property Manager in the development/administration of property business plan with capital and operating budgets. qManage the property within parameters of the budgets and the business plan. qCommunicate clearly and on a timely basis with project accounting personnel using and/or providing the appropriate documentation. qEngage in further development of budget preparation, operating expense reconciliation, and monthly ownership reporting (including variance reports, executive summaries, aging reports, etc.) qManage and coordinate day-to-day financial transactions including: qAccounts receivable which includes posting cash receipts, tenant bill backs, AR status reports, etc. qAccounts payable (taking advantage of all available discounts) which includes coding invoices, posting AP reports, vendor on-boarding, etc. qCollection of all rents, miscellaneous income, and charges. qAccurate and up-to-date maintenance of required financial records and files.ANALYSIS, PLANNING, AND REPORTING DUTIES: qMaintain a current assessment of property management procedures through the initiation, administration, and reporting of management's analysis. qAssist the Property Manager in initiation and distribution of timely reports to owners on financial, marketing, and maintenance information. qPersonnel Administration/Training. qCoordinate training activities through the Property Manager for self and other staff as required. qMaintain compliance with all personnel policies and procedures.OTHER: qMiscellaneous duties or projects as assigned by the Property Manager.REQUIREMENTS:Education: qA Bachelor's degree in Business Management, Finance, Accounting, or a Human Resource Management related discipline qRPA designation in progress preferred. qPossess Real Estate License where required by state law. Experience: qAt least 2 years and up to 4 years of commercial property management experience (continuous in one operation), comparable with the property under consideration in terms of office/industrial/retail, ownership, tenant lease arrangements, square footage, etc. Technical Skills: qMust have intermediate to advanced MS Word, Excel and Outlook proficiencies. qAngus and accounting software such as MRI, Yard or CTI preferred proficiencies. Personal Skills: qAbility to keep information strictly confidential. qStrong desire to succeed in an entrepreneurial environment. qMust be able to handle multiple projects, changing priorities and a continually heavy workload. qExceptional oral and written communication skills. qStrong customer service orientation. Physical: qNone Other: qCommunicates by telephone, fax, e-mail, and in-person. qUses office and audio-visual equipment (photocopiers, binders, phone system, etc.). qUses a computer in conjunction with various software packages the majority of the day.