Commercial Assistant Property Manager

Harvest Properties, Inc.; Oakland (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading company in property management is seeking a Commercial Assistant Property Manager to assist in administrative and accounting tasks. The role involves managing tenant relations, overseeing property maintenance, and ensuring efficient operations. Ideal candidates will have experience in commercial real estate management, strong communication skills, and proficiency in relevant software. This position offers a dynamic work environment with opportunities for growth.

Qualifications

• At least 2 years of experience in property management of commercial real estate.
• Excellent oral and written communication skills are essential.
• Strong customer service skills required.

Responsibilities

• Assist in all administrative and accounting aspects for property management.
• Maintain and oversee project amenities and tenant relations.
• Prepare tenant billings and assist in financial reporting.

Skills

Communication

Customer Service

Problem Solving

Education

BA/BS degree

4+ years of relevant experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

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Position Summary

This role assists in all administrative and accounting aspects necessary for the efficient operation and management of a portfolio of buildings, including tenant/vendor relations, lease administration, accounts payable, accounts receivable, financial reporting, and team support.

Essential Duties And Responsibilities

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

Property Maintenance And Tenant Interaction

• Courteously answer incoming calls; handle responses to customer requests and/or complaints; establish and maintain favorable customer relations.
• Maintain and oversee project amenities (if applicable), including conference center scheduling, fitness center applications, distributing access cards, etc.
• Maintain online work order system by updating tenant information and entering work orders as needed; follow up with tenants and engineers on tenant requests.
• Coordinate moves of tenants in and out of the building.
• Review and send correspondence, such as rent increase letters and commencement letters, in a timely manner.
• Maintain rent roll and lease files in the system; review for accuracy monthly.

Property Reporting And Accounting

• Code and/or approve invoices for payment; obtain/complete and process accounting forms as required (e.g., W-9 form).
• Prepare tenant billings for recurring charges, special work requests, and other charges (e.g., electrical usage, work authorizations).
• Follow up and expedite collection of all accounts receivable (e.g., rent); review charges with tenants when invoices are in dispute or need clarification.
• Review the aged delinquency report and tenant’s lease for late charge calculations and apply late charges to accounts.
• Assist in the preparation of monthly financial and variance reports.
• Complete monthly accruals.
• Maintain a working knowledge of lease agreements and administration of related documents.
• Prepare and/or assist in annual budget preparation and year-end reconciliations.

Vendor Administration

• Maintain current certificates of insurance for all tenants and vendors; be the point of contact for outsourced insurance vendors; monitor insurance status regularly to ensure compliance.
• Assist in negotiating, preparation, and maintenance of standard service contracts.
• Manage day-to-day vendor performance; inspect buildings on an ongoing basis to ensure functionality, and oversee all vendor services including parking, security, engineering, and janitorial services.
• Conduct vendor walks to obtain pricing for various building R&M items.

Other Responsibilities

• Assist with executing emergency and evacuation procedures (e.g., fire drills). Respond and escalate after-hours emergencies to engineering and Property Manager following building emergency plans.
• Assist with capital projects as needed.
• Handle special projects as requested.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Experience

• At least 2 years of experience in property management of commercial real estate is required.
• Excellent oral and written communication skills are essential.
• Strong customer service skills required.

Education

• BA/BS degree preferred.
• Alternatively, 4+ years of relevant experience will be accepted in lieu of a degree.

Computer Skills

• Proficiency in Microsoft Word, Excel, and Outlook.
• Competent in using accounting systems.
• Ability to learn and use other software programs as required.

Other Skills and Abilities

• Experience with industry-specific practices.
• Knowledge of business and management principles.
• Understanding of supervisory and project management principles.

Reasoning Ability

• Ability to solve practical problems involving limited standardization.
• Ability to interpret various instructions in multiple formats.

Work Environment

The work environment is typically moderate noise. Reasonable accommodations may be provided for individuals with disabilities.