Assistant Property Manager

Equus Capital Partners, Ltd.; Scottsdale (AZ); On-site; USD 60,000 - 90,000; Full time

Job summary

Equus Capital Partners, Ltd. seeks a Property Operations and Tenant Service Support to manage daily property operations, uphold standards, and assist with CAM and budgets.

You’ll be a tenant contact for routine questions, coordinate inspections, vendor work, and drive process improvements across the leasing and property management teams.

Qualifications

• Bachelor’s degree in business, real estate, property management, finance, or related field.
• 1+ years of commercial property management, real estate operations, tenant service, or related experience.
• Experience with financial reporting, budgets, CAM reconciliations, operating expense tracking preferred.
• Strong communication, organization, customer service, and attention to detail required.

Responsibilities

• Support day-to-day operations for assigned properties and ensure standards, service expectations, policies, procedures are carried out.
• Serve as a tenant contact for routine questions, service needs, and lease-related inquiries, escalating complex matters.
• Coordinate inspections, maintenance follow-up, tenant communications, vendor work, and issue resolution under direction.
• Monitor tenant satisfaction, property appearance, safety, and overall building conditions.
• Assist with CAM reconciliations, budgets, and reporting support with leadership.

Skills

Communication

Organization

Customer service

Financial awareness

Vendor coordination

Problem solving

Attention to detail

Education

Bachelor’s degree in business/real estate/finance

Tools

Microsoft Excel

Microsoft Word

Reporting tools

Electronic file management

Job description

Property Operations and Tenant Service Support

• Support day-to-day operations for assigned commercial properties and help ensure property standards, service expectations, policies, procedures, and business priorities are carried out consistently.
• Serve as a tenant contact for routine questions, service needs, lease-related inquiries, access requests, and operational concerns, escalating complex matters as appropriate.
• Coordinate property inspections, maintenance follow-up, tenant communications, vendor work, building access, service requests, and issue resolution under direction of the Commercial Property Manager.
• Monitor tenant satisfaction, property appearance, curb appeal, cleanliness, safety, access, maintenance response, and overall building conditions.
• Identify tenant service gaps, maintenance concerns, vendor issues, documentation needs, and process improvement opportunities and escalation or assist with resolution appropriately.

Financial Reporting Support, Budgets, CAM, and Operating Expenses

• Assist with property-level financial reporting by gathering information, reviewing support, preparing explanations, and helping track monthly operating results, budget-to-actual variances, revenue, operating expenses, recoveries, capital activity, and key property performance drivers.
• Support annual budgets, forecasts, and reforecasts by collecting assumptions, operating expense details, contract costs, utilities, repairs and maintenance information, tenant-related activity, and supporting documentation.
• Assist with CAM reconciliations by reviewing lease requirements, recoverable and non-recoverable expenses, tenant pro rata shares, caps, exclusions, gross-up provisions, billing impacts, supporting documentation, variance explanations, and tenant questions.
• Track operating expenses, vendor spend, repairs and maintenance, utilities, janitorial, landscaping, security, service contracts, insurance, taxes, and other property costs against budget expectations.
• Partner with the Commercial Property Manager, accounting, asset management, leasing, and property management leadership to provide timely reporting support, documentation, and follow-up.
• Review lease language and CAM support under direction to help confirm recoverable expenses, tenant pro rata shares, caps, exclusions, administrative fees, gross-up provisions, base years, audit rights, and billing requirements.
• Coordinate with accounting to gather operating expense details, general ledger activity, budget comparisons, prior-year reconciliations, tenant ledgers, billing records, invoices, and supporting schedules.
• Assist with analysis of recoverable and non-recoverable expenses, unusual variances, expense classifications, and discrepancies before CAM reconciliations are finalized.
• Prepare or organize tenant-level CAM reconciliation support, including allocation schedules, billing adjustments, credits, true-ups, backup documentation, and variance explanations for review.
• Assist with responses to tenant questions about CAM charges, reconciliation statements, supporting documentation, billing changes, and lease interpretation matters, escalating complex questions as appropriate.
• Coordinate with the Commercial Property Manager, accounting, asset management, leasing, legal, and property management leadership to resolve CAM questions, documentation gaps, and approval needs.
• Maintain organized CAM reconciliation files, tenant backup packages, variance explanations, approvals, correspondence, schedules, and follow-up notes for future reference and audit support.

Vendor Coordination, Maintenance, and Property Standards

• Coordinate vendor communication, work orders, service appointments, preventive maintenance follow-up, inspections, repairs, recurring property services, and day-to-day vendor documentation for assigned properties.
• Assist with bids, proposal comparisons, scopes of work, pricing summaries, vendor qualifications, and recommendations for Commercial Property Manager review.
• Track vendor performance, service quality, responsiveness, contract compliance, insurance requirements, certificates of insurance, safety expectations, documentation, and issue resolution.
• Coordinate with maintenance teams, engineers, vendors, construction, asset management, accounting, and property leadership to support building needs, service issues, project requirements, and cost control opportunities.
• Support contract renewals, vendor onboarding, invoice review, coding questions, service approvals, purchase orders, budget tracking, and documentation in accordance with company standards.
• Escalate vendor performance concerns, contract issues, safety concerns, insurance gaps, billing discrepancies, service failures, or unresolved maintenance matters in a timely and professional manner.
• Help maintain property standards related to cleanliness, curb appeal, building systems, tenant spaces, common areas, signage, safety, security, and overall presentation through vendor follow-up and documentation.

Tenant Lease Administration Support

• Maintain working knowledge of tenant lease terms, including rent obligations, operating expense recoveries, CAM provisions, renewal options, notice requirements, service obligations, insurance requirements, permitted use, signage rights, access requirements, parking rights, after-hours service provisions, and tenant responsibilities.
• Track critical lease dates, expirations, renewal options, commencement dates, rent commencement dates, rent steps, amendment terms, certificates of insurance, security deposits, tenant improvement obligations, option notice windows, and other lease-related deliverables.
• Coordinate with the Commercial Property Manager, leasing, accounting, legal, asset management, and property management leadership to ensure lease information supports rent billing, CAM reconciliations, operating expense recovery assumptions, budgets, tenant communications, reporting, and property operations.
• Support tenant move-ins, move-outs, renewals, expansions, contractions, notices, amendments, estoppels, subordination/non-disturbance agreements, access requests, signage requests, parking updates, and other lease administration activities.
• Assist with tenant account questions, billing changes, lease abstract updates, commencement documentation, rent schedule support, tenant improvement tracking, insurance follow-up, and operational obligations, escalating legal, financial, or complex interpretation matters as appropriate.
• Review lease-related documentation for completeness, route items for review or approval, follow up on missing information, and help maintain accurate lease abstracts, tenant records, and property files.
• Monitor tenant certificate of insurance expirations, lease notice requirements, recurring reporting needs, tenant contact updates, access lists, emergency contacts, and documentation needed for compliance and property operations.
• Maintain organized lease administration files, tenant correspondence, critical date tracking, insurance certificates, amendments, notices, approvals, lease abstracts, tenant records, billing support, and related support materials.

Leasing, Tenant Coordination, and Asset Support

• Assist leasing, asset management, legal, accounting, and the Commercial Property Manager with lease administration, tenant move-ins, move-outs, renewals, expansions, notices, amendments, and tenant billing questions.
• Review lease requirements related to operating expenses, CAM recoveries, tenant responsibilities, service obligations, insurance, certificates, access, signage, parking, after-hours services, notice requirements, and property rules for follow-up and documentation.
• Support tenant onboarding, welcome communications, property procedures, service contacts, building rules, emergency procedures, and ongoing tenant relationship management.
• Provide property-level information and documentation to support leasing strategy, tenant retention, capital planning, expense assumptions, market positioning, and asset performance.
• Coordinate tenant requests and building activity in a way that supports service quality, lease obligations, property standards, operating budgets, and ownership objectives.

Qualifications and Experience

• Bachelor’s degree in business, real estate, property management, finance, or a related field preferred; equivalent commercial property management or administrative experience may be considered.
• One or more years of commercial property management, real estate operations, tenant service, facilities coordination, administrative support, or related experience preferred.
• Experience supporting financial reporting, budgets, CAM reconciliations, operating expense tracking, vendor coordination, lease administration, tenant communications, and property operations preferred.
• Experience with property management systems, work order systems, Microsoft Excel, Microsoft Word, reporting tools, and electronic file management preferred.
• Strong communication, organization, customer service, financial awareness, vendor coordination, problem-solving, follow-through, and attention to detail required.