Assistant Property Manager

Confidential Real Estate; Miami (FL); On-site; USD 70,000 - 90,000; Full time

Job summary

Confidential Real Estate in Miami seeks a property/asset management professional to support budgeting, reporting, and day-to-day operations for assigned assets. The role emphasizes coordinating with Finance, tenants, brokers, and contractors to ensure compliance with PMAs and regulatory requirements, while supporting invoicing, leasing workflows, and vendor management.

The position offers collaboration with internal teams and external stakeholders to maintain top-tier asset performance and

Responsibilities

• Support the preparation of property-level annual budgets in partnership with Finance and other internal stakeholders.
• Produce monthly and quarterly, institutional-grade property and portfolio reporting packages for investors
• Support best-in-class day-to-day management of assigned assets, ensuring alignment with PMAs, lender requirements, and local regulations, including tracking and supporting compliance with real estate tax obligations, loan covenants, insurance policies, and other external requirements.
• Fulfilling properties’ operational responsibilities (e.g., utilities, building access, management hours, document retention, branding, COIs, security, engineering/maintenance) in accordance with PMA and local regulation
• Assisting with planning, budgeting, and execution of capital improvement projects and tenant improvements, including vendor coordination and timeline tracking.
• Administering leasing workflows, including file maintenance, coordination of move-ins/move-outs, and support for broker/tenant communications as needed.
• Supporting accounts receivable processes, including rent collection, property management fee billing, delinquency follow-up, and CAM reconciliations.
• Managing accounts payable workflows for assigned properties, including invoice intake, review for completeness, coding, posting in the property management system, and coordination of approvals and payments.
• Supporting vendor procurement and oversight, including sourcing, bid comparisons, negotiation support, performance tracking, compliance monitoring (e.g., COIs), and ensuring timely payments.
• Assisting with the submission, tracking, and resolution of insurance claims.
• Performing other duties required under PMA and applicable regulatory requirements.
• Maintain professional, timely communications with tenants, clients, brokers, contractors, and legal counsel.
• Coordinate documentation workflows between internal teams and external stakeholders, ensuring accuracy, and version control.
• Support negotiation and approval processes by preparing supporting documentation, tracking open items, and coordinating internal sign-offs.
• Prepare concise meeting summaries for investors and third parties, documenting decisions, action items, owners, and deadlines to ensure follow-through.
• Represent the company with a consistently professional presence, both in person and online.

Job description

• Support the preparation of property-level annual budgets in partnership with Finance and other internal stakeholders.
• Produce monthly and quarterly, institutional-grade property and portfolio reporting packages for investors

2 | Operational execution and oversight

• Support best-in-class day-to-day management of assigned assets, ensuring alignment with Property Management Agreements (PMAs), lender requirements, and local regulations, including:
• Tracking and supporting compliance with real estate tax obligations, loan covenants, insurance policies, and other external requirements.
• Fulfilling properties’ operational responsibilities (e.g., utilities, building access, management hours, document retention, branding, COIs, security, engineering/maintenance) in accordance with property management agreements (PMA) and local regulation
• Assisting with the planning, budgeting, and execution of capital improvement projects and tenant improvements, including vendor coordination and timeline tracking.
• Administering leasing workflows, including file maintenance, coordination of move-ins/move-outs, and support for broker/tenant communications as needed.
• Supporting accounts receivable processes, including rent collection, property management fee billing, delinquency follow-up, and CAM reconciliations.
• Managing accounts payable workflows for assigned properties, including invoice intake, review for completeness, coding, posting in the property management system, and coordination of approvals and payments.
• Supporting vendor procurement and oversight, including sourcing, bid comparisons, negotiation support, performance tracking, compliance monitoring (e.g., COIs), and ensuring timely payments.
• Assisting with the submission, tracking, and resolution of insurance claims.
• Performing other duties required under the PMA and applicable regulatory requirements.

3 | Stakeholder Communication & Administration

• Maintain professional, timely communications with tenants, clients, brokers, contractors, and legal counsel.
• Coordinate documentation workflows between internal teams and external stakeholders, ensuring accuracy, and version control.
• Support negotiation and approval processes by preparing supporting documentation, tracking open items, and coordinating internal sign-offs.
• Prepare concise meeting summaries for investors and third parties, documenting decisions, action items, owners, and deadlines to ensure follow-through.
• Represent the company with a consistently professional presence, both in person and online.