Commercial Property Management Assitant

America West Properties, Inc.; Lake Forest (CA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Vacation time

Medical, dental, and vision insurance

Job summary

America West Properties, Inc. in Lake Forest, CA is seeking a full-time Commercial Property Management Assistant to support a diverse portfolio of retail, office, and industrial properties in Southern California.

The role involves assisting with operations, financial performance, and administrative tasks, while growing toward a Property Manager position. The candidate should be highly organized and capable of handling multiple tenants and vendors.

Qualifications

• Patience and professional attitude towards clients, tenants, and vendors.
• Reliable, proactive, and effective problem-solving skills with strong work ethic.
• An effective communicator with excellent listening and follow-through.
• Able to work under pressure, prioritize demands and meet deadlines.
• Able to establish systems to organize workload and handle unscheduled tasks.
• Promotes positive working relationships with clients, tenants, coworkers, management, and staff.
• Microsoft Office and Excel proficiency required.

Responsibilities

• Promptly respond to tenant inquiries and maintenance service calls.
• Assist in collection and resolution of rent and other tenant charges.
• Obtain insurance certificates from tenants and contractors.
• Assist in bidding, awarding, and preparing service contracts.
• Prepare correspondence relating annual reconciliations, rent increases and sales for percentage rent.
• Inspects properties to ensure safety and determine repairs or maintenance needs.
• Respond to property emergencies and act as emergency contact for tenants and vendors.
• Assist in sourcing and coordinating leasing opportunities.
• Assist in preparation and distribution of monthly reports.
• Collaborate with the property manager in preparing yearly income and expense budgets.
• Coordinate tenant move-in/move-out procedures.
• Maintain tenant and vendor files.
• Maintain lease files including late fees, renewal options and tenant improvement schedules.
• Maintain the reporting system for logging and tracking property operational issues such as roof leaks.
• Maintain the collection and data entry of retailer sales and certified sales reports.
• Periodically assist in processing invoices and researching payables as needed.

Skills

Patience

Professional communication

Problem solving

Organization

Microsoft Office

Tools

Microsoft Excel

Job description

Please Note: This is an in-office position, not hybrid or remote. This position would require you to work from the Lake Forest, CA office full-time.

America West Properties, Inc is seeking to hire a full-time, experienced Commercial Property Management Assistant who is looking to advance their career and move into the position of Property Manager, managing a commercial portfolio of retail, office and industrial in Southern California.

Candidates will have the opportunity to work for a well-established commercial real estate company that manages over four million square feet of office, industrial, and retail assets. The position is responsible for assisting with the operation, physical condition, all related administrative tasks, and financial performance of the portfolio. We are looking for a sharp and extremely organized individual who is interested in the property management industry and wants to make a significant contribution to the company and the clients they serve.

America West Properties, Inc. offers a competitive salary, accrued vacation time, as well as employee medical, dental, and vision.

Job Responsibilities

• Promptly respond to tenant inquiries and maintenance service calls.
• Assist in collection and resolution of rent and other tenant charges.
• Obtain insurance certificates from tenants and contractors.
• Assist in the process of bidding, awarding, and preparing service contracts.
• Prepare correspondence relating annual reconciliations, rent increases and sales for percentage rent.
• Inspects properties to ensure they are in a safe condition and to determine if repairs or maintenance are needed.
• Respond to property emergencies and is emergency contact for tenants and vendors.
• Assist in sourcing and coordinating agreements for leasing opportunities.
• Assist in the preparation and distribution of monthly reports.
• Collaborate with the property manager in the preparation of the yearly income and expense budgets.
• Coordinates tenant move-in / move-out procedures.
• Maintain tenant and vendor files.
• Maintain lease files including late fee, option to renew and tenant improvement work schedules.
• Maintain the reporting system for logging and tracks property operational issues such as roof leaks.
• Maintain the collection and data entry of retailer sales and the collection of certified sales reports.
• Periodically assist in processing invoices and researching payables as needed.

Requirements

• Ability to show patience and professional attitude towards Clients, Tenants, and Vendors.
• Reliable, proactive, and effective problem-solving skills and strong work ethic.
• An effective communicator with the ability to listen well and exhibit excellent follow – through.
• Able to work under pressure, including prioritizing competing demands and meeting deadlines.
• Able to establish systems to organize and handle workload and unscheduled tasks.
• Promotes and fosters positive working relationships with clients, tenants, co-workers, management, and corporate staff.
• Microsoft Office and Excel proficiency required.