Assistant Property Manager

Position Summary

The Assistant Property Manager supports the daily operations of a premier Class A commercial asset located at 220 W. Main Street in the heart of downtown Louisville, directly across from the YUM! Center. This prominent location offers high visibility and a dynamic environment, making it a premier address for high-profile commercial tenants. Acting as a key liaison between tenants, vendors, and building staff, this role ensures seamless communication and coordination on a broad range of building-related matters.

The Assistant Property Manager supports the Property Manager in delivering high-quality tenant services, maintaining strong vendor relationships, and ensuring the property meets ownership objectives.

• Provide any needed assistance to Property Manager and/or Accounting Department in accurately preparing and inputting tenant and vendor billings.
• Ensure that property accounting and financial reporting are administered in a timely fashion, and that invoices are correct and properly coded. Participates in addressing budget variances.
• Assist Property Manager on collection efforts for tenant receivables.
• Assist Property Manager with monthly financial reporting, to include reviewing accruals and preparing monthly narrative.
• Manage and administer tenant billback statements with assistance from accounting.
• Review monthly tenant statements for accuracy prior to issuance through rent up process.
• Understand current and anticipated customer needs, demonstrating professionalism, courtesy, and sensitivity.
• Coordinate tenants moving in and vacating.
• Familiarize tenants with the building’s rules and procedures and train them on the building’s web-based service request system. Oversee tenant work order requests from initiation through completion.
• Manage tenant maintenance requests in a professional manner and coordinate with the engineering team to ensure timely resolution while maintaining property standards.
• Ensure tenants maintain the required insurance coverage as specified in their leases.
• Facilitate tenant inquiries regarding monthly invoices, services, and lease administration.
• Respond promptly and thoroughly to information requests by telephone or e-mail. Coordinate with others or work independently to resolve issues in a timely manner.
• Prepare accurate and timely correspondence to tenants as directed by Property Manager.
• Coordinate city-mandated fire drills and administer safety team meetings with tenant companies. Maintain updated tenant life safety forms including emergency response team lists.
• Manage all signage related to floor plans, emergency evacuation, tenant logos, building logos, and visitor assistance signage.
• Manage and update the building’s and tenant companies’ electrical meters to ensure accurate billing from utility company.
• Assist in leasing for building storage facilities.
• Supervise tenant amenities for the building, including the Café, Parking Garage, Fitness Center, Lounge and Conference Centers.
• Coordinate vendor relationships under Property Manager’s supervision (e.g., janitorial and landscaping), including regular contact to identify and resolve issues, managing service levels to contract specifications, and documenting walk-throughs.
• Ensure contractors, vendors, and service providers maintain the required insurance coverage as specified in their contracts.

• General knowledge of property management software MRI, Angus, Avid, Adobe, Microsoft Office, Outlook or similar.
• Ability to read and abstract a lease and make changes to the rent roll.
• Maintain the electronic filing system.
• Possess excellent organizational skills.

• Bachelor’s Degree.
• 2 or more years of administrative experience in a professional business environment.
• Intermediate knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
• Exceptional organizational and planning skills.
• Excellent written and oral ability; effective communicator and listener.
• Ability to manage multiple, sometimes competing projects or activities effectively; to take ownership and be fully accountable for projects and tasks from planning to completion.
• Detail-oriented, prompt and accurate with driven follow-up skills.
• Ability to manage difficult or emotional client situations effectively.
• Ability to exercise sound judgment and demonstrate initiative.
• Ability to work effectively in team situations and work cooperatively with other staff.

• Entry level

• Full-time

• Sales and Management