Assistant Property Manager - Commercial Retail Real Estate

• Tenant Relations:
  • Serve as a primary point of contact for tenants addressing inquiries concerns and requests in a timely and professional manner.
  • Coordinate lease renewals lease amendments and tenant moveins/outs ensuring all documentation is accurate and uptodate in Yardi.

• Vendor Management:
  • Serve as the primary point of contact for all tenants vendors visitors and other stakeholders.
  • Prepare tenant billbacks for management approval and maintain accurate records of billbacks.
  • Maintain tenant contact information for emergencies accounts payablerelated matters and leaserelated matters.
  • Maintain active correspondence with tenants lease administrators accounting clerks and managers regarding accounts receivable and other matters.
  • Assist tenants with maintenance/service calls by coordinating with appropriate contractors obtaining estimates preparing contracts and processing invoices.
  • Maintain active communication with day porters security officers and engineers to ensure smooth property operations.
  • Work closely with vendors and contractors to coordinate property maintenance and repairs utilizing Yardi to track work orders invoices and vendor performance.
  • Process vendor invoices and ensure timely payment reconciling invoices with budgetary constraints as necessary.

• Financial Management:
  • Assist in budget preparation and financial forecasting for assigned properties utilizing Yardi to track expenses income and variances.
  • Monitor tenant accounts receivable and assist in collection efforts as needed utilizing Yardi to track payment histories and delinquencies.

• Lease Administration:
  • Prepare lease amendments assignments and license agreements for managers review and modification ensuring compliance with lease terms and regulations.
  • Review broker commissions and ensure accuracy of commission calculations.
  • Acquire monthly/annual gross sales reports from tenants and maintain accurate records of sales data.
  • Prepare welcome packets for new tenants and assist with utility transfers as needed.
  • Maintain lease files and documentation in Yardi ensuring accuracy and compliance with lease terms and regulations.
  • Coordinate lease abstracting and ensure key lease information is accurately entered into Yardi for reporting and analysis purposes.

• Property Inspections and Maintenance:
  • Conduct regular property inspections to assess maintenance needs safety hazards and overall property condition.
  • Coordinate with maintenance staff and vendors to address maintenance issues promptly utilizing Yardi to track work orders and maintenance activities.

• Administrative and Clerical Tasks:
  • Manage files including tenant and vendor documents ensuring accuracy and accessibility.
  • Update documents and maintain recordkeeping in data management systems such as Yardi.
  • Handle mail and correspondence as requested.
  • Issue notices to tenants regarding scheduled work onsite lease violations accounts receivable and reporting.
  • Answer and redirect incoming calls to appropriate parties.
  • Update vendors with bill payment status and maintain organized vendor files.
  • Organize workroom/office space and order necessary supplies for daily operation.

• Documentation and Compliance:
  • Acquire tenant and vendor Certificates of Insurance (COIs) and verify insurance coverage according to landlord requirements.
  • Update tracking systems and upload COIs to shared drives for easy access.
  • Code all incoming utility bills and vendor bills accurately for proper accounting.
  • Assist with monthly reporting budgets and CAM reconciliations as assigned.
  • Prepare service agreements for recurring or onetime projects and maintain accurate records of agreements.
  • Prepare property safety inspection reports and ensure compliance with safety regulations.
  • Administer required annual fire drills ensuring tenants are fully informed and documentation is properly acquired and filed.

• Property Maintenance and Management:
  • Act as a substitute for the manager at all times especially during emergency onsite visits and moveout inspections.
  • Maintain all tracking platforms and mechanisms as required by the manager ensuring accurate and uptodate records.
  • Perform other duties as assigned to support property management objectives.

Requirements of the Assistant Property Manager Commercial Retail Real Estate:

• Bachelors degree in Business Administration Real Estate or related field preferred.
• Strong experience in commercial property management with demonstrated proficiency in Yardi property management software.
• Understanding of commercial real estate principles lease administration and tenant relations.
• Excellent communication and interpersonal skills with the ability to effectively interact with tenants vendors and internal stakeholders.
• Proven ability to prioritize and manage multiple tasks in a fastpaced environment.
• Detailoriented with strong analytical and problemsolving skills.
• Proficiency in Microsoft Office Suite (Word Excel Outlook).

Other Key Requirements:

• 100% onsite inoffice role.
• No sponsorships or visa holders.
• Onsite Monday to Friday 8 or 8:30 am to 5 or 5:30 pm
• Company does not allow any remote work.

Benefits of the Assistant Property Manager Commercial Retail Real Estate:

• PPO medical dental and vision paid 100% by the company for employee.
• 5 days sick time front loaded.
• 10 days vacation
• 401k match at 4% after 1 year.
• Company lunch every other Friday

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About Relevante Inc. the Recruiting Firm Representing the Client for this Job

Relevante is an accounting & technology direct hire recruiting and contract staffing firm. We help our Clients identify and recruit the best talent in the market and help our candidates win engaging and enriching jobs. Our Clients are some of the best companies to work for among F1000 and emerging fast growth companies in the region. Relevante has been consistently ranked as a fast growth company and one of the largest recruiting accounting and management consulting firms in the Philadelphia region. To stay connected with our network please follow us on LinkedIn