Assistant Property Manager

Founded in 1993, Divco West is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Cambridge, Washington DC, Austin, and New York City. Known for our long-standing relationships and track record of success in innovation markets, Divco West combines entrepreneurial spirit with an institutional approach.

Divco West aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Divco West is seeking an experienced Assistant Property Manager to work out of our corporate office in San Francisco, CA, joining a management team responsible for overseeing two Class A office buildings in San Francisco. This position requires someone who is motivated, interested in learning, and enthusiastic about tenant relations. The individual for this position should be comfortable working in and contributing to a team environment, enjoy being in a busy environment where new and complex transactions occur, and be capable of interacting with people at various levels within and outside the organization.

• Act as a Property Manager capacity as needed.
• Assist in supervising vendors, create vendor repair agreements, maintain vendor files, and monitor vendor insurance as needed.
• Assist with property inspections, follow-up and assign work orders to service providers.
• Assist with tenant relations including but not limited to participating in tenant meetings and supporting property specific and regional tenant programs and activities.
• Assist with tenant move‑ins including disbursement of keys and access cards, establishment of a new mail service, walk‑through and all other tasks as required.
• Assist with card access input and procedures for the property as needed.
• Assist property manager with capital improvement and tenant improvement projects.
• Professionally interface with all levels of management, vendors, and tenants.
• Manage monthly Accounting Calendar to adhere to deadlines throughout the month to include completing monthly accounting tasks, reviewing rent edits, accruals, and account payables.
• Monitor tenant receivables including review of rent statements, responding to tenant inquiries, rent collection, miscellaneous billings, and delinquency reporting.
• Process invoices daily, including vendor coding, approval verification and budgetary review.
• Maintain accurate financial records using MRI accounting software.
• Prepare necessary check requests; inputs related data and processing within established guidelines.
• Research and respond to internal and external inquiries.
• Research invoices and payments to ensure timely and accurate payment.
• Manage the preparation of and give approval on accurate tenant billings.
• Follow up on all delinquencies. Obtain aging report for property manager and deliver standard correspondence to address delinquencies.
• Prepare monthly operating report for property manager review and approval.
• Review monthly rent roll for accuracy for property manager’s review.
• Responsible for working with Asset Management on annual tenant common area expense billings and reconciliations.
• Responsible for all budget input into spreadsheets and/or budget application.
• Track costs and tenant billings for tenant improvement projects.
• Back up the Tenant Services Coordinator to dispatch service calls to enter into the work order software program “Prism” and follow up to ensure satisfactory completion. Welcome visitors and clients in a professional, courteous, and helpful manner.
• Support preparing aspects of the annual budget and gather bid proposals for potential work to be performed.

• At least three years of experience in the commercial property management field.
• Strong mathematical skills and organizational aptitude.
• Excellent computer skills including proficiency with Microsoft Word and Excel.
• Clear, concise written and verbal communication skills.
• Above average customer service skills and problem‑solving…