Job Description

POSITION DESCRIPTION :

The Assistant Property Manager position reports to the Director of Property Management and works in conjunction with other departmental staff, external vendors, contractors, and tenants. Candidate will provide support and assistance with all aspects of the day-to-day site operations, management and facility maintenance of the candidate’s designated properties.

RESPONSIBILITIES:

Receive all daily incoming service requests. Input and track using designated reporting systems or methods.

• Coordinate required work and services through third party vendors and contractors as required.
• Daily communication and collaboration with staff, Property Manager and others as needed.
• Follow up with tenants and vendors to ensure proper completion of service requests in a satisfactory manner. Interface with tenants and vendors in daily operations of the building.
• Ensure that property files are properly maintained and kept up to date in accordance with company policy. Prepare and maintain appropriate files, records, correspondence and file notes.
• Maintain properly organized archival system for property and project photographs on server database.
• Compile and maintain all backup documentation including work orders, service requests and/or photographs and code all invoices for Property Manager approval.
• Prepare and compose all maintenance related correspondence, email communications and written verifications of completion for tenant files.
• Read and interpret lease agreements, legal documents and contract service agreements. Administer and enforce terms of those documents with tenants, contractors and vendors as required.
• Update log of utility accounts with proper meter numbers, service capacity and backflow certifications. Ensure re-certification prior to City issued expiration date.
• Arrange and coordinate completion of proper trespass and enforcement affidavits with local law enforcement agency for each property. Ensure that renewals are completed on a timely basis to prevent interruption in service.
• Obtain and review proposals from contractors for out-sourced jobs (roofing, air conditioning replacements/ repairs, tree trimming, parking lot repairs). Review and process invoices for work progress and accurateness of amount billed.
• Track, coordinate and complete all code enforcement violations or inspection compliance requirements while monitoring critical dates. Sustain professional relationship with local governing municipality through prompt completion of violation notices and follow up with inspectors regarding compliance. Correspond and follow up with tenants and/or attorneys for code violation compliance as required.
• Coordinate with fire alarm and sprinkler companies to conduct required annual inspections before deadline date. Assign repair items to vendors as may be required and maintain City Inspector apprised of progress.
• Track and complete the renewal of all required operating or safety permits for infrastructure items such as 40 Year Building Inspections, pump lift stations, elevators, safety licenses, etc.
• Track and complete all environmental resource permits and their renewals for irrigation wells, ponds, lakes, storm drains, etc.
• Review and prepare for Property Manager approval, tenant requests for use of exterior common areas, verify any conflicts with existing lease restrictions, obtain hold harmless agreements and proof of insurance.
• Review and prepare for Property Manager approval, tenant requests for signage approvals including review of design drawings, contractor qualifications and insurance. Coordinate proper completion of permitting paperwork and any required Ownership signatures. Maintain accurate files of all backup and approvals in company server.
• Provide inspection and condition reports and equipment assessments as requested by Leasing Department for A/C, electric, plumbing, roof, etc.
• Open and close all utility accounts as required by Leasing Department in connection with showing of vacant units to prospective tenants.
• Remain on call during the absence of the Property Manager or other departmental staff for emergency requests after hours, weekends and holidays.
• Additional duties as assigned by the Property Manager.

POSITION REQUIREMENTS :

• Fully bi-lingual (English / Spanish).
• Minimum of High School Diploma. College degree preferred.
• Strong verbal & written communication skills, ability to communicate clearly.
• Ability to read and accurately interpret legal documents such as lease agreements, service contracts, easements and construction documents.
• Must be able to pay close attention to detail and handle confidential information.
• Personable telephone personality. Comfortable working in demanding and stressful situations while maintaining calm, professional demeanor at all times.
• Self-starter with ability to thrive in a fast-paced environment.
• Must be able to multi-task and prioritize time wisely. Candidate must be extremely well organized with excellent verbal and written communication skills.
• Capacity to handle multiple projects and tasks at the same time while prioritizing and tracking critical dates. Deadline and detail-oriented.
• Capable of completing high priority tasks and to adjust to shifting priorities.
• Strong interpersonal skills and ability to interact with people of different backgrounds
• Computer skills in Microsoft Office including Outlook, Word, Excel and Adobe. Yardi property management software preferred.
• Ability to negotiate with external contractors and vendors to ensure acceptable project costs and expenditures.

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