Assistant Property Manager

ACM LLC - Phoenix AZ; Arizona; On-site; USD 42,000 - 65,000; Full time

Job summary

ACM LLC - Phoenix AZ is seeking an in-office Property Administrative Assistant to support the Property Manager and Senior Property Manager in tenant relations, leasing support, and daily property operations. The role emphasizes clerical duties and adherence to high ethical standards.

Responsibilities include handling tenant inquiries, coordinating work orders, preparing reports, maintaining files, and assisting with annual budgets and lease processing.

Qualifications

• Experience supporting property managers in tenant relations and leasing.
• Ability to coordinate work orders and maintenance schedules.
• Strong clerical skills and budget awareness.

Responsibilities

• Answer tenant calls and emails and route to the appropriate manager.
• Save monthly Building Engine reports when requested.
• Coordinate preventative maintenance tasks across properties.
• Maintain parking lists and security signage.
• Process tenant bill backs and maintenance charges.
• Coordinate with engineers, vendors, and contractors for work.
• Handle new lease processing including signing and scanning.
• Prepare monthly reports and assist with clerical duties.

Skills

Tenant relations

Leasing support

Work order coordination

Budgeting

Administrative coordination

Job description

Job Description

Job Description

JOB SUMMARY:

Assist the Property Manager/Senior Property Manager in the achievement of the owner's objectives for the properties through tenant relations, leasing support, work order coordination, financial budgeting, expense control, rent collections, and all other clerical and operational aspects of the property in compliance with the highest standard of professional ethics.

CORE RESPONSIBILITIES:

1. Answer calls / emails from tenants and route accordingly, including the initiation and tracking of work orders to completion, using Angus. Keep manager(s) informed of potential serious tenant/maintenance issues.
2. If requested by manager(s), save monthly Building Engine reports to appropriate file on system by the 5th of each month.
3. Work with manager(s) to initiate and track necessary preventative maintenance activities (i.e. lighting schedule, filter changes, roof cleaning, etc.) for the properties.
4. Maintain and monitor reserved parking lists, tow signs and authority to arrest programs.
5. Review and take action on all property security reports. Notify community action officers of any break-ins, vagrants, etc.
6. Maintain and monitor signage to include suite, building and directory.
7. Process all tenant bill backs including electrical and tenant responsible maintenance.
8. Work with roving engineers, vendors and contractors performing work on the properties to coordinate scheduling, access and notification of tenants as necessary.
9. Handle all details of new lease processing (getting leases signed and signed leases scanned and saved, distributed, accounting paperwork, etc), lease abstracts should be done within 2 days of receiving document, tenant move-in process per lease checklist (setting up janitorial service, assigning mailboxes/parking spaces, ordering tenant signage, etc.), and tenant move-out process (stop janitorial, security deposit disposition for manager's approval, signage removal, re-keying).
10. Print lease expiration report for each property by the 25th of each month and give to appropriate manager.
11. Draft default letters for manager's approval and rent reminder notices within 24 hours of receiving manager(s) direction. Follow up with tenants for payment and provide manager(s) with a list of tenants who have yet to pay rent. Coordinate lockouts when necessary.
12. New property set ups and transition of properties ACM no longer manages, i.e. tenant/vendor notifications, file set up or transfers, etc.
13. Work with manager(s) in the preparation of annual budgets.
14. Work with manager(s) to assure all available spaces are "lease ready".
15. Assist manager(s) with tenant improvement matters.
16. Maintain tenant and project files in good order according to company standards.
17. Maintain space plan files in good order according to company standards.
18. Update and maintain tenant and vendor contact lists.
19. Prepare vendor contracts and track accordingly to ensure they are signed and received and information updated on vendor contact sheet.
20. Assist manager(s) in assembly of monthly reports to ensure they are sent out by due date.
21. Support manager(s) with all on-going clerical duties such as typing correspondence, preparing leases, amendments, lease summaries, tenant updates, etc.
22. Handle other duties as assigned.
23. Answering front desk phone over lunch hours at least 1 time per week depending on number of other employees assigned same tax and sitting at the front desk during times front desk gal is out of office.

This position is 5 days a week (M-F) in office.