Assistant Property Manager

California Association of Community Managers; Newport Beach (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

California Association of Community Managers in Newport Beach seeks an experienced Property Manager to oversee day-to-day operations of assigned projects, coordinating with owners, tenants, vendors, and contractors to ensure smooth operations.

Candidates should bring CRE management background, strong analytical and communication skills, and familiarity with common PM policies and basic accounting. The role requires multitasking and a customer-service mindset in a fast-paced environment.

Qualifications

• Commercial real estate management experience required.
• Strong analytical, communication and writing skills.
• Familiarity with standard property management policies and procedures.
• Understanding of basic PM accounting.

Responsibilities

• Office Management and Administration: answer calls, manage tenant leases, track expirations.
• Operations: coordinate with vendors, draft contracts, manage work orders, inspect properties.
• Financial: assist budgets and CAM reconciliations, review invoices, collect rents and delinquencies.
• Marketing: support Harbor-wide events and attend during/occasionally outside office hours.

Skills

Commercial real estate management

Analytical skills

Communication skills

Writing skills

Tools

Word

Excel

Yardi

Workspace

Job description

The ideal candidate must have commercial real estate management experience as well as strong analytical, communication and writing skills. Participates in the management of the day-to-day operations of the Projects. Interacts and coordinates with Property Owners/Principles, Tenants, Contractors, Vendors and other individuals who support and are involved with the ongoing day-to-day operation of the Projects. Familiarity with standard property management policies and procedures, along with understanding basic PM accounting. Strong multi-tasking and customer service skills required for this face-paced environment.

Basic Duties and Responsibilities:

I. Office Management and Administration

• Provide back-up to the Property Assistant with answering the telephone, taking messages.
• Assist in the Administration of Tenant Leases including creating abstracts.
• Review, understand, and enforce lease terms.
• Resolve tenant issues in a service-oriented manner.
• Maintain updated records of lease expirations, options and critical dates.
• Computer proficiency. Word, Excel, Yardi and Workspace knowledge required.

II. Operations

• Interact with all property vendors including but not limited to janitorial, HVAC, security, landscaping, parking etc. for contract compliance.
• Draft vendor contracts and request proposals as necessary.
• Dispatch work orders to Senior Maintenance Technician.
• Maintain and follow up on all insurance requirements for tenants.
• Maintain and acquire all tenant and vendor contact information.
• Inspect the properties for cleanliness, verification of scheduled repairs and maintenance.
• Assist with tenant move-ins and move-outs.
• Support and assist the Senior Director of Property Management when required.

III. Financial

• Assist with gathering information for annual operating and capital budgets.
• Work with accounting in preparing annual CAM reconciliations.
• Review and approve contracted vendor invoices for accuracy.
• Collect rent and other tenant charges, follow up on delinquencies, and enforce lease obligations.

IV. Marketing

• Coordinate operational support when necessary for Harbor wide events.
• Attendance required for events during regular office hours and sometime outside of regular office hours.