Assistant Property Manager

Bradford Allen; Louisville (KY); On-site; USD 40,000 - 55,000; Full time

Job summary

A premier property management firm seeks an Assistant Property Manager to support daily operations for a Class A commercial asset in Louisville. This entry-level role involves managing tenant relations, assisting with financial reporting, and ensuring high-quality services. Ideal candidates have a Bachelor's degree and 2+ years of administrative experience. Strong organizational and communication skills are essential for success in this dynamic environment.

Qualifications

• 2 or more years of administrative experience in a professional business environment.
• Exceptional organizational and planning skills.
• Excellent written and oral communication skills.

Responsibilities

• Assist Property Manager and Accounting Department with tenant and vendor billings.
• Manage tenant maintenance requests and coordinate with engineering team.
• Facilitate tenant inquiries regarding monthly invoices and services.

Skills

Organizational skills

Effective communication

Detail-oriented

Ability to manage multiple projects

Education

Bachelor’s Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Property management software (MRI, Angus, Avid)

Job description

Position Summary

The Assistant Property Manager supports the daily operations of a premier Class A commercial asset located at 220 W. Main Street in the heart of downtown Louisville, directly across from the YUM! Center. This prominent location offers high visibility and a dynamic environment, making it a premier address for high-profile commercial tenants. Acting as a key liaison between tenants, vendors, and building staff, this role ensures seamless communication and coordination on a broad range of building-related matters. The Assistant Property Manager supports the Property Manager in delivering high-quality tenant services, maintaining strong vendor relationships, and ensuring the property meets ownership objectives.

Responsibilities

• Provide any needed assistance to Property Manager and/or Accounting Department in accurately preparing and inputting tenant and vendor billings.
• Ensure that property accounting and financial reporting are administered in a timely fashion, and that invoices are correct and properly coded. Participates in addressing budget variances.
• Assist Property Manager on collection efforts for tenant receivables.
• Assist Property Manager with monthly financial reporting, to include reviewing accruals and preparing monthly narrative.
• Manage and administer tenant billback statements with assistance from accounting.
• Review monthly tenant statements for accuracy prior to issuance through rent up process.
• Understand current and anticipated customer needs, demonstrating professionalism, courtesy, and sensitivity.
• Coordinate tenants moving in and vacating.
• Familiarize tenants with the building’s rules and procedures and train them on the building’s web-based service request system. Oversee tenant work order requests from initiation through completion.
• Manage tenant maintenance requests in a professional manner and coordinate with the engineering team to ensure timely resolution while maintaining property standards.
• Ensure tenants maintain the required insurance coverage as specified in their leases.
• Facilitate tenant inquiries regarding monthly invoices, services, and lease administration.
• Respond promptly and thoroughly to information requests by telephone or e-mail. Coordinate with others or work independently to resolve issues in a timely manner.
• Prepare accurate and timely correspondence to tenants as directed by Property Manager.
• Coordinate city-mandated fire drills and administer safety team meetings with tenant companies. Maintain updated tenant life safety forms including emergency response team lists.
• Manage all signage related to floor plans, emergency evacuation, tenant logos, building logos, and visitor assistance signage.
• Manage and update the building’s and tenant companies’ electrical meters to ensure accurate billing from utility company.
• Assist in leasing for building storage facilities.
• Supervise tenant amenities for the building, including the Café, Parking Garage, Fitness Center, Lounge and Conference Centers.
• Coordinate vendor relationships under Property Manager’s supervision (e.g., janitorial and landscaping), including regular contact to identify and resolve issues, managing service levels to contract specifications, and documenting walk-throughs.
• Ensure contractors, vendors, and service providers maintain the required insurance coverage as specified in their contracts.

Administrative

• General knowledge of property management software MRI, Angus, Avid, Adobe, Microsoft Office, Outlook or similar.
• Ability to read and abstract a lease and make changes to the rent roll.
• Maintain the electronic filing system.
• Possess excellent organizational skills.

Qualifications

• Bachelor’s Degree.
• 2 or more years of administrative experience in a professional business environment.
• Intermediate knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
• Exceptional organizational and planning skills.
• Excellent written and oral ability; effective communicator and listener.
• Ability to manage multiple, sometimes competing projects or activities effectively; to take ownership and be fully accountable for projects and tasks from planning to completion.
• Detail-oriented, prompt and accurate with driven follow-up skills.
• Ability to manage difficult or emotional client situations effectively.
• Ability to exercise sound judgment and demonstrate initiative.
• Ability to work effectively in team situations and work cooperatively with other staff.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Sales and Management