Assistant Property Manager/Front Desk Administrative Assistant

Summary

The Assistant Property Manager aspect of the role is intended to support the Property Manager in the day-to-day operation, financial performance, and tenant relations of a commercial property portfolio. The role serves as a key liaison between tenants, vendors, ownership, and internal teams to ensure properties are maintained, operated efficiently, and provide a positive tenant experience.

The Front Desk Admin Assistant aspect of the role is key to the office’s function and efficiency. The main duties include providing comprehensive administrative support and clerical support to the property manager and others.

Essential Duties and Responsibilities:

The list below is intended to summarize most of the major duties and responsibilities of the Assistant Property Manager / Front Desk Administrative Assistant position and may be modified by Management as deemed appropriate.

Primary Job Responsibilities

• Assists existing Property Manager (PM), building operations and implementing new and revising existing policies.
• Assists the PM with annual budget preparation as well as managing building expenses (included in the annual budget) and using discretion for expenses that are not budgeted.
• Serves as the first point of contact for all tenants, working collaboratively to resolve property issues, who seek to resolve most minor issues without the necessary involvement of the PM.
• Directs and manages vendors, seeking to attain efficient and effective service while controlling costs. Also works closely with their respective A/R departments regarding payments.
• Inspect properties together with PM regularly, assuring high standards of property maintenance.
• Reviews, interprets, and continually enforces lease agreements.
• Evaluates maintenance needs and capital improvements.
• Facilitates annual bidding of vendor contracts, as needed.
• Performs administrative duties related to assigned portfolio (communication, tenant billings, mailing, filing, etc.)

• Helps review invoices, code expenses correctly, and monitor property accounts payable and receivable.
• Assist with lease administration, including tracking critical dates, insurance certificates, and tenant compliance requirements.
• Coordinate move-ins, move-outs, and tenant improvement projects.
• Maintain property records, contracts, repairs and operational documentation.
• Assist with preparing ownership reports, management reports, and presentations.

• Provides reception support, including answering telephones, screening calls, and taking messages.
• Greets visitors and vendors.
• Types and mails correspondence.
• Updates contact lists
• Opens and distributes mail
• Orders and maintains office and maintenance supplies
• Provides support to various other departments
• Maintains and schedules conference room calendar.

Expected Job Behaviors

• Reliable (comes to work as scheduled, meets expectations and deadlines)
• Initiative (makes suggestions, conducts research, offers assistance where needed)
• Confidentiality (understands the line of confidentiality and keeps information confidential)
• Assertive (projects confidence and embraces new tasks)

• Strong organizational and multitasking abilities. (tracks and sets priorities, acts efficiently and proactively)
• Strong attention to detail and problem-solving skills.

• People Skills (relationship orientation, not just task oriented, has ability to work effectively with a diverse set of personalities)
• Motivated (self-motivated, does not require constant oversight)
• Good verbal and written communication skills

Minimum Qualifications

• Certification: Real Estate License is a must
• Experience: 2-4 years of experience in Commercial Property Management required
• Proficiency in Property Management software - Yardi
• Proficient in Microsoft Office: Word, Excel and Outlook.
• Familiarity with, and ability to understand leases
• Professionalism in appearance, aptitude, communication and performance
• Education: High school graduate; College degree or some college work preferred
• Reliable transportation is a must