Assistant Property Manager

DivcoWest; Menlo Park (CA); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Annual bonus

Job summary

DivcoWest is seeking an experienced Assistant Property Manager to support daily operations at the Menlo Park, CA office. The role collaborates with a senior property manager and tenant services coordinator to maintain strong tenant relations and ensure efficient site upkeep.

The position requires 5 days in the office in Menlo Park. Compensation ranges from $75,000 to $95,000 per year, with potential for an annual bonus. The environment emphasizes high-profile client service and teamwork.

Qualifications

• At least 2-3 years of experience in commercial property management.
• Strong mathematical skills and organizational abilities.
• Excellent computer skills including Microsoft Word and Excel.
• Familiarity with AI tools and applications (e.g., Copilot) is a plus.
• Clear, concise written and verbal communication.
• Above average customer service skills and problem-solving capability.
• Detail oriented.
• Self-starter with a positive attitude.
• Punctual and reliable.

Responsibilities

• Assist in supervising vendors and maintaining vendor files, and monitoring vendor insurance.
• Assist with property inspections, follow-up and work-order assignment to service providers.
• Assist with tenant relations including participation in tenant meetings and tenant programs.
• Assist with tenant move-ins including disbursement of keys and access cards, mail service setup, walk-through and related tasks.
• Assist input and procedures for card access and capital/tenant improvement projects.
• Manage monthly accounting calendar and rent edits, accruals, and account payables.
• Prepare monthly operating reports and review rent rolls for accuracy.
• Back up the Tenant Services Coordinator to dispatch service calls and welcome visitors professionally.
• Support preparing aspects of the annual budget and bid proposals for work to be performed.

Skills

Customer service

Communication

Microsoft Word

Excel

Attention to detail

Time management

Tools

MRI accounting software

Prism

Job description

dFounded in 1993 by Stuart Shiff, DivcoWest, a DivCore Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washington DC, Austin, and New York City. Known for long-standing relationships and experience across the risk-spectrum in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach to commercial real estate. DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance health and well-being. Since inception, DivcoWest and its predecessor have acquired approximately 66.2 million square feet of commercial space - primarily throughout the United States. DivcoWest's real estate portfolio currently includes existing and development properties in the office, R&D, lab, industrial, digital, retail, and multifamily spaces

Summary DivcoWest is looking for an experienced Assistant Property Manager who will work out of our property management office in Menlo Park, CA. The Menlo Park property includes both the Commons and part of The Sand Hill Collection (SHC). The Commons and SHC represent about 55% of the office inventory along Sand Hill Road and is a cluster of world-class office space, activated open spaces, and on-site amenities in one vibrant community.

This position collaborates with a team comprised of a senior property manager, property manager and tenant services coordinator, assisting the property manager in maintaining excellent tenant relationships, supporting daily operations for optimal upkeep of the site, and managing the financial functio

ns.
This role requires 5 days in the office at our Menlo Park, CA location. This position is not eligible for immigration support or sponsorship now or in the fut

ure.

The ideal candidate for this position should be comfortable working in a high-profile setting where customer service is paramount. It is a busy, collaborative environment that includes interacting with people at various levels inside and outside the organiza

Responsibilities

• litiesActs in a property manager capacity as n
• eeded.Assists in supervising vendors, creates vendor repair agreements, maintains vendor files, and monitors vendor insurance as n
• eeded.Assists with property inspections, follows-up and assigns work orders to service prov
• iders.Assists with tenant relations including but not limited to participating in tenant meetings and supporting property specific and regional tenant programs and activ
• ities.Assists with tenant move-ins including disbursement of keys and access cards, establishment of a new mail service, walk-through and all other tasks as req
• uired.Assists with card access input and procedures for the property as n
• eeded.Assists property manager with capital improvement and tenant improvement pro
• jects.Professionally interfaces with all levels of management, vendors, and te
• nants.Manages monthly Accounting Calendar for adherence to deadlines throughout the month to include completing monthly accounting tasks, including review of rent edits, accruals, and account pay
• ables.Monitors tenant receivables including review of rent statements, responding to tenant inquiries, rent collection, miscellaneous billings, and delinquency repo
• rting.Processes invoices daily, including vendor coding, approval verification and budgetary review. Maintains accurate financial records using MRI accounting software. Prepares necessary check requests; inputs related data and processing within established guidelines. Researches and responds to internal and external inquiries. Researches invoices and payments to ensure timely and accurate pa
• yment.Manages the preparation of and gives approval on accurate tenant bil
• lings.Follows up on all delinquencies. Obtains aging report for property manager and delivers standard correspondence to address delinque
• ncies.Prepares monthly operating report for property manager review and app
• roval.Reviews monthly rent roll for accuracy for property manager’s r
• eview.Responsible for working with Asset Management on annual tenant common area expense billings and reconcilia
• tions.Responsible for all budget input into spreadsheets and/or budget applic
• ation.Tracks costs and tenant billings for tenant improvement pro
• jects.Backs up the Tenant Services Coordinator to dispatch service calls to enter into the work order software program "Prism" and follows up to ensure satisfactory completion. Welcome visitors and clients in a professional, courteous, and helpful m
• anner.Supports preparing aspects of the annual budget and gathering bid proposals for potential work to be perf

Qualifications

• cationsAt least 2-3 years of experience in the commercial property managemen
• ferred)Strong mathematical skills and organizational a
• ptitudeExcellent computer skills including proficiency with Microsoft Word an
• d ExcelFamiliarity with AI tools and applications (e.g., Copilot) is
• a plusClear, concise written and verbal communication
• skillsAbove average customer service skills and problem-solving capab
• ilitiesDetail o
• rientedWorks well with de
• adlinesTakes initiative and is “self-starter” with a positive a
• PlayerResourceful, reliable, and p
• unctualEager to learn and be a "go-to" when questions/issue

s arise
The person in this position must be

• able to:Remain in a stationary position for 75% of the time working on a computer and attending virtual m
• eetings.Occasionally move about the office to access file cabinets, office technology, and attend meeti
• pensation$75,000
• -$95,0000Annual bonus op
• on policyWeekly lunc

h stipend
Divco West Services, LLC ("Company") complies with all applicable U.S. immigration laws and regulations. The Company does not provide employer support or sponsorship for any immigration-related employment benefit for this role. Applicants must be currently authorized to work in the United States on a full-time basis without the need for employer support or sponsorship now or in the future. This includes having the legal right to work in the United States without the need for the Company support or sponsorship for any immigration-related employment authorization (e.g., H-1B, O-1, E-3, H-1B1, TN, F-1 OPT, F-1 STEM OPT, F-1 CPT, etc.) now or in t

he future.
Divco West Services, LLC, an equal opportunity employer, is committed to equal opportunity for all employees and applicants. The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law. We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/priv

acy-policy/ This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment. This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.