Assistant Property Manager

Parkway Corporation; Philadelphia (Philadelphia County); On-site; USD 55,000 - 70,000; Full time

Job summary

A leading property management firm is seeking an Assistant Property Manager in Philadelphia. This role focuses on supporting daily operations, enhancing tenant relations, and managing financial tasks related to property maintenance and operations. The ideal candidate possesses strong customer service skills and a willingness to work autonomously and in a team environment. This is a full-time position ensuring excellent service delivery and operational efficiency.

Qualifications

• Strong customer service skills needed.
• Ability to work autonomously and in a team.
• Ability to meet deadlines under pressure.

Responsibilities

• Support Director of Property Management in daily operations.
• Ensure positive tenant relations through regular communication.
• Handle tenant work order requests and manage invoices.

Skills

Customer Service

Microsoft Office Suite

Teamwork

Autonomy

Education

Associates Degree

BA/BS Degree preferred

Tools

Yardi

Job description

Overview

Responsible for supporting the Director of Property Management in the management and operation of the Class A Office building. The primary objective will be to ensure the seamless day-to-day functioning of the property while providing exceptional service to tenants and stakeholders.

Essential Duties and Responsibilities

Management

• Mobilizes others (both internal employees and contracted service providers) to meet or exceed customers’ expectations and goals of the assigned portfolio.
• Use sound business judgement to escalate potential issues to leadership.
• Promote, establish and maintain positive relations with tenants via regular proactive communication, meetings and routine follow-up. Regularly inform the Director of Property Management of topics discussed and action items to be addressed.
• Coordinate annual tenant fire warden training and evacuation drills.
• Respond to site emergencies when applicable and participate in company emergency response protocol.

Operations

• Manage and facilitate the execution of tenant work order requests with building staff and/or outside vendors to completion in a timely manner.
• Assist Director of Property Management with the development of RFPs and execution of contracts and purchase orders.
• Facilitate the onboarding of contractors-suppliers into Yardi Vendor Café.
• Regularly monitor service contractors to ensure service is delivered as per contract specifications and that insurance and contract documentation is in order.
• Order various supplies for the seamless operation of the property.
• Maintain financial management responsibilities, including helping in the preparation of budgets, accruals, reforecasts, and reporting budget variances.
• Analyze current maintenance programs/procedures and make recommendations to the Director of Property Management that ensure operating efficiency and effectiveness.
• Partner with the Director of Property Management to identify and achieve additional tenant service income.
• Manage monthly tenant rental invoices.
• Assist Director of Property Management with the annual operating expense reconciliation calculations.
• Code invoices utilizing required expense allocations and ensuring vendors are billed according to contracts, negotiated rates, and property budgets.
• Review and process property invoices.

General

• Regularly inspect tenant space, common areas, base building areas, and grounds to ensure a high level of maintenance, regularly interfacing with internal staff and vendors to maintain a defined level of expectation.
• Coordinate with external contractors (e.g., janitorial, security, engineering) and internal departments (e.g., accounting, construction) to ensure seamless and cost-effective customer service is delivered.
• Maintain a working knowledge of Company databases and information/reporting tools.
• In support of the Director of Property Management, you may be involved in the following: tenant communication, logistical coordination, and site impact related to projects in assigned properties as required; providing feedback to vendors on contract employees’ performance as needed; working with the Director of Property Management and tenant facility management to facilitate creating a sense of place through tenant relation functions, events, and promotions.
• May attend industry conferences and conventions.
• Perform other duties and special projects as assigned.
• Maintains and enforces all safety policies and procedures, including safe equipment handling and using appropriate lifting and carrying techniques and Personal Protective Equipment (PPE).

Adheres To Parkway Core Values

• Collaboration: We are open-minded and respectful collaborators who seek the best solutions for the common good.
• Customer Focus: We are committed to providing exceptional customer service.
• Community: We improve the communities where we live and work.
• Diversity, Equity, and Belonging: We are an inclusive workplace representing the full spectrum of cultures, backgrounds, and abilities.
• Integrity: We strive to build mutual respect and gain the trust of others as a result of making and keeping commitments and taking responsibility for our actions.
• Initiative: We actively work to improve our products and service, and develop new opportunities. We consistently work toward self-improvement.
• Professionalism: We strive for excellence in everything we do and in every encounter we have.
• Adaptive: Handles change with minimal disruption and an excellent attitude. Treats stressful situations as learning experiences and apply lessons learned to future situations.
• Results-Oriented: Takes ownership of assignments and applies the necessary effort, focusing on success. Pursues tasks with energy and drive to successful completion. Anticipates and addresses unforeseen obstacles and is undeterred by them.
• Interpersonal Communication: Demonstrates clear and concise written and verbal communications. Expresses facts and ideas clearly and credibly. Uses appropriate tone and displays excellent judgment. Listen to others and elicit feedback. Is approachable and works effectively and harmoniously with peers and superiors.
• Time Management: Effective at prioritizing tasks, managing time, and meeting deadlines. Has good follow-up skills and reliably accomplishes duties and assignments.
• Advancing Business: Looks for opportunities to apply new, creative, and different thinking to problems and challenges.
• Leadership: Leads through example. Exemplifies excellence and encourages the same of others.
• Managing Performance: Is aware of their performance quality and proactively seeks feedback from others. Is proactive in self-development and improving their skills.
• Decision Quality: Able to make quality decisions by thoroughly analyzing potential solutions\' costs, benefits, opportunities, and risks, including alternative solutions.
• Negotiation Skills: Communicates views and arguments appropriately to win support.

Qualifications, Education and Experience

• Required: Associates Degree; BA/BS Degree preferred
• Strong Customer Service Skills
• Proficiency with Microsoft Office Suite
• Ability to work autonomously and as a productive member of a team
• Ability to work under pressure and meet deadlines

• Preferred: 2-5 years of property management experience
• BA/BS Degree
• Continuing education in the field through RPA or CPM certification courses, and LEED approved courses
• Working knowledge and understanding of operating costs, budgeting, and related expense control
• Experience with Yardi
• Familiarity with ADA and OSHA

Telecommuting Extent

The telecommuting extent for this position is zero. There are no security measures required.

Physical Demands and Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job: Regular exposure to outside weather conditions. Low-moderate noise level.

The physical demands described here are representative of those that are required by an employee to perform the essential functions of this job: Maneuver to all areas of the work site necessary to perform duties. Able to access and manipulate structures and components related to tasks. Communicate with staff/customers/vendors. Close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Fine motor skills, sufficient to interact with electronics such as computers. Operate machinery ranging from hand tools to vehicles.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions of this position.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Sales and Management

Philadelphia, PA salary ranges and posting history are included for context. This description is for an Assistant Property Manager role within Parkway Corporation.