The Assistant Property Manager is responsible for administration of all leases, billing and collecting tenant receivables, updating lease status reports, assisting in annual budget preparation, implementing procedures, cost controls and policies. Responsible for completing and maintaining property records, preparing routine reports, tracking and processing accounting data, assisting with special projects, conducting regular property inspections and assisting the Senior/Property Manager with duties as necessary.
The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable employee with disabilities to perform the essential functions.
Is responsible at all times, for a proactive, positive and prompt response to requests from building tenants, assessment of tenant needs and to assure problems are being solved promptly and to the mutual benefit of the tenant and the properties.
Support the property manager in the selection of contract services, negotiation of vendor service agreements for best service and price and day-to-day monitoring of vendor performance to ensure full compliance with terms established within the service agreement.
Monitor delinquency reports and pursue tenant collections
Consistently document all collection activities
Prepare late fees in accordance with the terms of the lease
Assist with calculation of annual operating expenses, adjustments and reconciliations
Assist with collection of accurate information from vendor accounts and general ledger accounts as well as assembly of budget reports.
Review and approve invoices to ensure coding is accurate and invoice has not already been processed
Ensure property tax payments are processed in a timely manner
Prepare and distribute rental commencement letters and lease required notices in a timely manner.
Prepare and review lease abstracts for new tenants
Assist with preparing monthly accruals
Assist with preparing monthly variance reports
Assist with the preparation of annual capital plans, operating budgets and reforecasts
Assist with the collection and preparation of property information required for both acquisitions and dispositions.
Assist with construction projects by preparing the project schedule, monitoring activities, completing the punch list and tracking the budget. Assist Director of Construction with bids, coordinating access, scheduling meetings/conference calls and walk throughs as required.
Work with vendors and prepare contracts as needed
Maintain letters of credit and tenant deposits in accordance with the lease requirements and provide the reporting to Property Manager as needed.
Conduct regular, thorough property inspections using the OAM Inspection Form. This includes janitorial, landscape, common area interior/exterior, rooftop and back of the house areas. Follow up in a timely manner with repair and maintenance work. During inspections, actively look for potential risk management issues (slippery floors, stairs or breezeways; broken wheel stops; pot holes; gaps in sidewalk joints or parking lots, etc).
Oversee annual fire drills, active shooter and other tenant trainings.
Implement a tenant visitation program and maintain a close relationship with contacts.
Oversee day-to-day issues for all office buildings. Coordinate with Property Manager the issuance of notices relating to tenants, security, janitorial or project issues.
Oversee contract performance to ensure services are being rendered according to the contract. Follow up with vendors regarding any deficiencies.
Assist with accounts payable, accounts receivable and reporting. Review property general ledgers regularly to ensure all monthly billings are accounted for and submit miscoded charge reclass requests to accounting in a timely manner.
Coordinate tenant move-ins and move-outs with Property Manager and Engineers. Assist new tenants during the process and ensure that move-in procedures are followed according to the tenant handbook. Review information on how to order mailbox keys; suite keys (confirm number of keys required); notify janitorial vendor of new cleaning square footage and cleaning start dates; walk space prior to and after move-in; collect moving company COIs prior to move-in and ensure that floors and walls are protected as appropriate.
Review security reports and follow up on any noted irregularities
Maintain copies of all invoices, tenant adjustments and file correspondence for each tenant file.
Complete tenant adjustment forms for each invoice submitted to tenants as well as any adjustments made to tenant’s accounts.
Submit work orders for any noted building irregularities
Assist with coordination and preparation of tenant training events and materials.
Assist with response to all property emergencies including after hours as needed to secure, protect and arrange repairs under emergency conditions.
Maintain and update spreadsheet on signage and parking rights as customers move-in
Must be detail oriented, well organized and have the ability to manage time and multiple projects efficiently to achieve the required results.
Must be able to define problems, collect data and be a multi-tasker, establish facts and draw valid conclusions.
Need to perform responsibilities with an acute sense of urgency to meet the needs of others; respond to solve problems; willing to accept a variety of tasks associated with this position. Perform each essential duty satisfactorily.
Able to clearly express ideas; present verbal information in a straightforward manner; ask questions in order to open channels of communication; listen to and understand the perspective of others.
Understand computer operation, office and work order system software.
Understand the operation of the building automation and life safety systems as appropriate.
Is customer-service oriented.
Employee shall perform his/her duties using standard levels of safe productivity and dependability; ensuring work completion in a timely and zero-defect manner. Employee must portray a clean, neat and well-groomed professional appearance with a courteous and “We Care” attitude while on the job, must work well with others and interface positively and professional with tenants, staff, vendors and services providers. The employee is required to wear company-approved attire with identification badge in sight when required. The employee must promote and maintain OAM’s Code of Conduct as outlined in company handbook.
This job description in no way states or implies that these are the only duties and responsibilities to be expected of this position. The employee is required to follow any other reasonable instruction and perform any other reasonable duties at the request of the supervisor or other senior management personnel.
Education: Required/Preferred : • High School Diploma or General Education Degree (GED). Associates B.A. or B.S. College Degree required. • Bachelor’s Degree in related field is preferred. • BOMA education towards SMT, SMA or RPA; BOMA PM 101, PM 201 is preferred
Experience: Required: • Minimum of 3-5 years previous commercial property management experience. • Previous experience in real estate accounting and be familiar with monthly accounting cycle, including an understanding of AP/AR and commercial leases.
Skills, Knowledge, Abilities: Required: • Possess professional demeanor and excellent interpersonal skills. • Have access to reliable transportation and maintain a valid driver’s license. • Computer literate and proficient with MS Word, Excel • Excellent communication skills, both verbal and written
About OA Management, Inc.
OA Development was founded in 1993 and has evolved from a commercial brokerage firm into an industry leader in investing in, developing, managing and brokering commercial properties. Since its inception, OA Development has developed and acquired more than 3 million square feet of commercial space throughout the U.S., totaling more than $325 million. Financial partners include U.S. financial institutions such as Wells Fargo, BB&T, the PrivateBank, State Bank and Trust Company, and equity investors throughout the world.
The company’s success in a market that is starved for capital is a result of its team’s ability to combine an exhaustive due diligence process, strong investor relationships, creative financing and impressive track record of seeing deals through to closing. Many of the company’s purchases were made with nearly 100 percent equity, allowing it to renovate the existing buildings, quickly increase occupancy and make sizable returns to investors.