Assistant Property Manager (Commercial)

POSITION PURPOSE:

The Assistant Property Manager supports effective administration of policies and procedures that promote well-managed, well-maintained buildings and grounds at company-owned commercial office properties to achieve maximum return on investment-grade, commercial real estate assets. The APM should be capable of managing the building staff/community in the absence of the Property Manager. The APM is responsible for assisting the Property Manager with the management of all on-site operations and achieving property financial and operational objectives.

ESSENTIAL FUNCTIONS:

• Oversee and/or assist in the day-to-day operational management of buildings and grounds consistent with CIM policies & procedures, approved budgets, business plans and management direction.
• Support or manage tenant-focused relationship programs and processes that meet or exceed building occupant expectations.
• Consistent with expense parameters, anticipate tenant needs, assure positive and prompt response to service request and administer affairs at strategic and operating level for the mutual benefit of the tenants and the property NOI.
• Negotiate service agreements, select contractors and suppliers, provide quality-control oversight, implement cost containment initiatives, measure compliance to contractual standards and provide liaison as needed between tenants and third-party service providers.
• Gather, analyze and report statistical and financial data required to provide accurate assessments of property performance and support decision-making.
• Accurately record and format financial information for use by senior management and provide liaison as well as for personal decision-making.
• Assist with administration of tenant leases in compliance with lease provisions including the determination of escalation amounts.
• Collect rents and other receivables, invoicing tenants and required and pursuing collections as necessary.
• Manage payables, consistent with approved budgets, contractor/supplier performance, corporate accounting directives and expense containment initiatives.
• Report transactions using corporate accounting systems and methods in accordance with policies, procedures and timelines.
• Maintain appropriate documentation for management and other reviews.
• Obtain certificates of insurance or waivers from contractors, suppliers and other third parties, assure adherence to safety requirements pertinent to property visitors, tenants and employees.
• Oversee employee participation in company workplace IIPP and assure adherence to accident-avoidance initiatives.
• Provide post-accident follow-up, including reporting, investigation and liaison for insurance, legal and incident prevention purposes.

NON-ESSENTIAL FUNCTIONS:

• Participate in the creation of property business plans and annual operating budgets.
• Function as liaison between property(ies) and other CIM areas such as asset management, leasing, etc.
• Assuring space is in show-ready condition, participation in due-diligence activities and gathering/analysis of financial and statistical data needed for decision-making.

SUPERVISORY RESPONSIBILITIES:

• May be responsible for oversight of administrative support employee(s) and engineers.
• Responsibilities would include training, directing and assignment of work, assuring compliance with company policies and procedures and management directives.
• Providing performance feedback and input into compensation, promotion and other personnel related transactions.

EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)

• Bachelor's Degree preferred.
• One year of office and clerical experience in a commercial office environment.
• Experience with policies and procedures related to the efficient and effective running of a property management office for commercial assets including but not limited to, property operations, leasing, development, construction, safety regulations, etc.
• Must possess a valid state-issued driver’s license.

KNOWLEDGE, SKILLS AND ABILITIES:

• Detail oriented, self-starter, strong organizational and analytical skills, able to handle multiple projects at any given time, and comfortable working in a fast-paced environment.
• Effective time management skills, ability to meet deadlines, prioritize tasks and work well under pressure.
• Strong customer service orientation interpersonal skills with the ability to work independently or within a team.
• Excellent written and verbal communication skills.
• Exceptional problem-solving skills.

PERFORMANCE METRICS:

• Accuracy in work product.
• Timeliness in completion of work product.
• Feedback from clients, peers, customers, and other key contacts on effectiveness of the incumbent.