Assistant Property Manager

Assistant Property Manager

Santa Clara, CA 95054

• Salary: 75-88K

The Assistant Property Manager is charged with supporting management's efforts in the day-to-day implementation of policies, procedures and programs that will ensure a well-managed, well-maintained building, placing maximum emphasis on positive responses to the concerns and needs of the tenants, environmental health and safety, and quality programs in coordination and conjunction with the Owner's goals and objectives.

Property Maintenance:

• Regular, periodic inspections of properties as directed by SPM/PM (minimum of 2 times per month; 1 time per week is preferable) to ensure standard high-quality appearance and provide recommendations for maintenance / upgrades as necessary
• Weekly vacancy inspections as directed by SPM/PM
• Complete project walk-throughs as requested by SPM/PM, utilizing a walk-through checklist
• Continue an ongoing familiarity with all projects to assist SPMs/PMs
• Perform administrative functions for SPM/PM as requested, including typing general correspondence, proposals, reports, and lease amendments
• Work with the PA and assist in maintaining property management files in an orderly and efficient manner
• Work with the PA and assist in maintaining the HVAC maintenance compliance program and tenant insurance compliance program
• Work with SPM/PM and PA to assist in scheduling hazmat audits and administrative coordination of the program
• Work with the PA and assist in processing contracts

Tenant/Vendor Relations:

• Assist in performing tenant move-in and move-out walk-throughs and creating punch lists. Follow through with scheduling of work to obtain completion of punch list items. Re-inspect as required
• Work with PA to coordinate facets of tenant move-in/-out process as directed, including power changeover, move-in package preparation, suite and directory signage ordering, gift ordering, and directory updates
• Assist in processing and coordinating tenant requests for service. Follow through request to completion, including scheduling vendor work and tenant notification
• Maintain excellent tenant and client relations by responding to all requests in a timely, efficient, and courteous manner, with written follow-through as required
• Assist with follow-up of corrective items to tenants and vendors as directed by SPM/PM

Financial:

• Responsible for accounts receivable as requested by SPM/PM. Monitor receivables for all properties and ensure the timely receipt of all rents
• Work with PA to follow up with tenants on delinquencies, send letters as required, and assess late charges if required. Complete analysis of tenant accounts as necessary
• Work with SPM/PM on monthly review and approval of rent rolls, rent-up, and tenant statements
• Review and approval of invoices up to the approved limit
• Work with PA and assist with the preparation of three-day notices, Notices of Non-Responsibility
• Works with his/her SPM/PM and accountant in the preparation of annual budgets, re-forecasting, reporting, and financial performance of the property
• Assist SPM/PM with monthly/quarterly/annual reporting preparation as well as submittal to clients and ensure reporting is accurate and on time as required
• Read Emon Dmon meters and work with SPM/PM and PA to calculate utility bill-backs to tenants, as required

General:

• Work with SPM/PM to ensure status report information is correct and current
• Work with the PA in processing incoming/outgoing daily mail for SPM/PM, copying, federal express package preparation, and drop
• Cover for PA in his/her absence as required
• Assist in departmental projects as required
• On-call rotation (one week as backup; following week on call)
• Know all properties and understand all emergency procedures
• Respond to emergencies, including on-site, as required
• Perform as part of the Emergency Response Team as required
• Perform functions for VP as required
• Participate in the overall property management team effort when requested

Physical Requirements include:

• Ability to lift and carry up to 25 pounds
• Ability to stoop, crouch, bend, kneel, climb, and reach with hands and arms
• Ability to climb stairs frequently throughout the workday.
• Able to sit for extended periods of time
• Must be able to hear, talk, and see well enough to communicate with coworkers and customers via phone, email, or in person
• Must have manual dexterity to type, file, and operate common office equipment, including phones, fax machines, copiers, computers, and printers

Other Requirements:

• Full-time salary position
• At least 3+ years of directly relevant Commercial Real Estate Property Management experience
• Strong working knowledge of MS Word, Excel, Outlook, and Power Point
• Familiarity with maintenance accounting and/or budgeting software (Kardin)
• Effectively prioritize, multitask, and time manage
• Excellent people skills
• Strong working knowledge of general office equipment (copiers, scanners)
• Ability to effectively communicate both orally and in writing with peers, managers, and clients
• Dependable and flexible,…