Job description
Under the supervision of the Property Manager, the Assistant Property Manager is responsible for assisting in all areas defined as a part of the Property Manager job description. This is a management role that will directly and indirectly supervise individuals, building staff, operations, and coordinate the various functions. Primary responsibilities include ensuring client facilities generate a satisfactory cash flow, the property is maintained in accordance with client standards and requirements, and customer satisfaction.
Duties & Responsibilities:
- The Assistant Property Manager should be capable of managing the building staff/community in the absence of the Property Manager. This includes being able to perform many of the managerial functions which are included in the Property Manager’s job description, or as directed by the Property Manager.
- If there is more than one Assistant Property Manager at a site, the GM or Property Manager will designate the Assistant Property Manager who will be in charge of the property in the GM or Property Manager’s absence.
- Potential duties are as follows and are dependent on the type, size, and complexity of the building(s) managed.
General Duties
- Responsible for all building correspondence to and from owners, tenants, vendors and management.
- Responsible for invoicing including receipt and processing for payment according to established procedures, including verification of appropriate back-up, coding and vouchering.
- Maintain building office files.
- Produce and monitor purchase orders for non-contract materials or services ordered if needed.
- Handle rent collections by assuring collection of all rent on time and assess late fees on collections received after consulting with PM.
- Create and update Lease Summaries for each tenant.
- Coordinate all tenant move-ins and move-outs including furniture deliveries and pick-ups.
- Handle all tenant requests for special work. Obtain estimate, provide proposal, order work, and invoice tenant for such work.
- Maintain work order system. Enter, print and distribute Service Requests, follow-up with staff or vendor to ensure completion, invoice billable work.
- Create, print and distribute quarterly building newsletter.
- Assist Property Manager with the preparation and dissemination of monthly client and building reporting.
- Maintain Tenant Information database.
- Update and maintain all office procedures in Operating Procedures Manual.
- Update Certificate of Insurance lists for tenants, vendors and moving companies. Request new or renewed certificates as required.
- Maintain “Critical Dates” report which lists all tenant anniversaries, lease expirations, options, rent increase dates, etc.
- Maintain report of electrical charges on a building-wide and floor-by-floor basis where applicable.
Financial
- Assist with preparation of annual operating budgets and reports for the facility.
- Assist with preparation of monthly financial reports.
- Assist with preparation of annual operating expense reconciliations.
Tenant Relations
- Responsible for day-to-day tenant calls.
- Coordinate all tenant events
- Coordinate tenant anniversary and holiday gift program.
- Coordinate Fire/Life Safety Procedures training for tenants.
- Handle move-in of tenants. Provide Welcome Package, keys, coordinate move.
Custodial Supervision
- May oversee work by custodial service or crew.
- Coordinate all special projects handled by custodial crew.
- Relay complaints, problems, special cleaning projects, etc. to custodial lead.
- Conduct weekly inspections with custodial Supervisor.
Security Supervision
- May oversee security staff through review of Incident Reports, communication with Site Supervisor& Account Manager.
- May assist security staff with special needs (i.e. forms, memos).
- May assist in annual review and revision of security Post Orders.
Tenant Improvement/Alterations Supervision
- May assist PM in overseeing tenant improvement work and alterations to building tenant spaces.
- Coordinate access to building for contractors.
- With Property Manager, conduct final walk-through and punch list on new construction and alterations. Follow up on completion of punch list items.
Desired Skills and Experience
- B.A. Degree; CPM and/or RPA candidate preferred.
- A minimum of 4 years working in real estate with residential property management experience preferred.
- Working knowledge and experience in financial accounting in commercial real estate, financial reporting and budgeting is preferred.
- Hands-on familiarity with tenant improvement construction projects; ability to plan, organize and coordinate multiple projects, ability to read and understand construction specifications and blueprints, preferred but not required.
- Strong literacy in MS Word and Excel.
- Highly organized and skilled with time management.
- Excellent written and oral communication skills.
- Strong customer service/tenant relation skill required.
Interested parties, please contact:
Tammi R. Nystul | Senior Property Manager
Banyan Street Capital
14025 Riveredge Drive, Suite 130
Tampa, FL 33637
Office: 813.971.1400
Cell: 813.230.9883
[email protected]
