Our Client is one of the largest owners and managers of commercial real estate in the United States with a portfolio of over 100 million square feet, primarily located in the New York and Washington DC metropolitan areas. Their core businesses include: New York Office properties; Washington DC Office Properties & Retail Properties. They are looking for an Assistant Property Manager.
The Assistant Property Manger (“APM”) assists the Property Manager (“PM”) in the overall administrative, financial and operational Management of the property. Responsibilities include, but are not limited to: invoice management/processing, contract administration, physical inspections, tenant’s relations, monthly reporting, and supervision of engineering, porter and security staffs. Additionally, the APM, assists the PM with budgeting and reforecasts, lease administration and rent collections.
Duties & Responsibilities:
Under the direction of the PM, the APM has the following duties and responsibilities:
Coordinate processing of purchasing paperwork, including: creation of purchase orders, input of invoices into BizFlow, coding, tracking and special check requests. Responsible for reviewing and approving invoices.
Assists in preparing the annual operating and capital budgets and quarterly operating variances, reforecast reports and review of monthly variance reports. Provides assistance, where necessary, to ensure that budget goals and objectives are being met.
Prepares monthly property narrative and vacancy reports for review by PM & senior management.
Establishes and maintains excellent tenant relations. Meets regularly with tenant contact to ensure expectations are met and issues are addressed in a timely manner.
Assist in oversight of service contractor performance and adherence to contract specifications.
Reviews and obtains a strong knowledge of tenant leases and lease provisions to ensure that the services offered are appropriate and correctly invoiced.
Works with the Tenant Services Coordinator to maintain accurate lease, tenant, property and vendor files on site.
Manages the arrears (receivable collections) process, including communications with tenant representatives and collections department liaison and prepares monthly arrears report.
Prepares and reviews incident reports maintained at the property.
Coordinates with engineering, porter and security staff to ensure property is properly maintained and secure at all times.
Conducts and documents property inspections. Assigns and coordinates staff and/or contractors to remediate and deficiencies found during property inspections.
Assists in managing the Angus (automated work ticket) system including entering and closing of tickets and preparing reports as requested.
Coordinates tenant move in/our process including: meeting with moving contractors to review rules and regulations, advise tenant of restrictions and ensuring in all ways possible that the moving procedure is trouble free.
Assists with special projects as necessary.
Required to obtain a FDNY Fire Safety Director & Emergence Action Plan Director certification.
Education & Experience:
BA/BS degree preferred plus a minimum of two years of real estate management experience desired.
Other Skills and/Requirements:
Exceptional computer skills utilizing Microsoft Office is required.
Strong interpersonal skills coupled with effective oral and written communication skills are required.
Knowledge of building mechanical systems & construction management is a plus.
Strong Analytical and effective problem solving skills. Ability to work independently.
Excellent organizational skills.
Must be reliable, flexible and versatile.
