Assistant Property Manager

Description COMPANY

Dallas-based, privately held commercial real estate development and investment management company with exceptional performance specializing in value-add and opportunistic real estate investments. With an entrepreneurial spirit and proven 40-year track record across several market cycles they have steadily built up a portfolio of 13 million square feet of industrial and office properties and 3,700 multifamily units located nationally.

The Assistant Property Manager will be based in our Itasca, IL office and provides first-class property management services and assists our Regional Team in overseeing a portfolio of commercial real estate properties in the greater Chicago, IL area. Day-to-day responsibilities include assisting with issues regarding building/property operations, enhancing tenant relations, vendor scheduling, and customer service.

The activities listed here are not all-inclusive; rather, they indicate the types of activities normally performed by this position. The successful candidate will be able to demonstrate core competencies in the following areas:

• As requested, provide administrative assistance to the Property Managers, including phone support, drafting, filing and distribution of correspondence and reports.
• Create and maintain tenant and vendor contact lists to include emergency contact numbers and email addresses.
• Maintain efficient filing system for property management files.

• Code and/or review property related invoices to ensure accurate payment in a timely manner.
• Submit and approve tenant bill-backs, distribute invoices to tenants and ensure payment received.
• Review and reconcile tenant account ledger reconciliations. Review rental increases and communicate or send any notices that need to be sent to tenants.
• Review Aged Receivable reports in accordance with company policy to ensure timely collections from tenants.
• Process security deposit refund forms as requested by Property Managers.
• Participate and assist with annual tenant estimates and reconciliations of Operating Expenses.
• Participate in the budget process including the collection, organization and entry of budget materials. Request bids from vendors, analyze, and recommend budget draft.

• Establish relationships and interact with key clients: tenants, vendors, owners, etc.
• Assist in developing and maintaining a point of contact with each tenant in order to understand and assist with their business objectives, as it relates to their account needs.
• Provide tenant services in a proactive manner for meeting tenant requests within their premises and the buildings' common areas, in accordance with lease agreements.
• Promote goodwill, provide high-quality service, and implement tenant retention practices. Review Lease Abstracts. Understand lease notes, maintaining critical dates and reminder files. Follow up as required to ensure asset and property management and leasing are aware of any approaching option dates and required action.
• Maintain tracking expiration dates of leases and monthly reporting to managers. Tracking of all changes or adjustments to lease documents received. (Amendments, Addendums, etc.)
• Serve as liaison support between Landlord and Tenant with regard to each party's compliance with all provisions of the lease. Prepare and follow a continual audit schedule for all existing lease documents in the portfolio. Follow up with property management on any related action items. Perform property lease file audits.
• Support in the commission calculation and payment process. Process all invoices for payment upon obtaining the approval from Asset Management.
• Track…