Assistant Property Manager

This is a fully onsite role based in Chino and our client provides excellent PPO for medical dental and vision 100% paid by the company.

Property Management Support

o Assisting the property manager in overseeing daytoday operations of commercial retail properties

o Utilizing Yardi property management software to maintain accurate and uptodate property records including leases tenant information financial data and maintenance records

o Generating and distribute reports as needed using Yardi software to track property performance metrics

Tenant Relations

o Serving as a primary point of contact for tenants addressing inquiries concerns and requests in a timely and professional manner

o Coordinating lease renewals lease amendments and tenant moveins/outs ensuring all documentation is accurate and updated in Yardi

Vendor Management

o Serving as the primary point of contact for all tenants vendors visitors and other stakeholders

o Preparing tenant bill backs for management approval and maintain accurate records of bill backs

o Maintaining tenant contact information for emergencies accounts payablerelated matters and leaserelated matters

o Maintaining active correspondence with tenants lease administrators accounting clerks and managers regarding accounts receivable and other matters

o Assisting tenants with maintenance/service calls by coordinating with appropriate contractors obtaining estimates preparing contracts and processing invoices

o Maintaining active communication with day porters security officers and engineers to ensure smooth property operations

o Working closely with vendors and contractors to coordinate property maintenance and repairs utilizing Yardi to track work orders invoices and vendor performance

o Processing vendor invoices and ensure timely payment reconciling invoices with budgetary constraints as necessary

Financial Management

o Assisting in budget preparation and financial forecasting for assigned properties utilizing Yardi to track expenses income and variances

o Monitoring tenant accounts receivable and assist in collection efforts as needed utilizing Yardi to track payment histories and delinquencies

Lease Administration

o Preparing lease amendments assignments and license agreements for managers review and modification ensuring compliance with lease terms and regulations

o Reviewing broker commissions and ensure accuracy of commission calculations

o Acquiring monthly/annual gross sales reports from tenants and maintain accurate records of sales data

o Preparing "welcome" packets for new tenants and assist with utility transfers as needed

o Maintaining lease files and documentation in Yardi ensuring accuracy and compliance with lease terms and regulations

o Coordinating lease abstracting and ensure key lease information is accurately entered into Yardi for reporting and analysis purposes

Property Inspections and Maintenance

o Conducting regular property inspections to assess maintenance needs safety hazards and overall property condition

o Coordinate with maintenance staff and vendors to address maintenance issues promptly utilizing Yardi to track work orders and maintenance activities

Administrative and Clerical Tasks

o Managing files including tenant and vendor documents ensuring accuracy and accessibility

o Updating documents and maintaining recordkeeping in data management systems such as Yardi

o Handling mail and correspondence as requested

o Issuing notices to tenants regarding scheduled work onsite lease violations accounts receivable and reporting

o Answering and redirecting incoming calls to appropriate parties

o Updating vendors with bill payment status and maintain organized vendor files

o Organizing workroom/office space and order necessary supplies for daily operation

Documentation and Compliance

o Acquiring tenant and vendor Certificates of Insurance (COIs) and verify insurance coverage according to landlord requirements

o Updating tracking systems and upload COIs to shared drives for easy access

o Coding all incoming utility bills and vendor bills accurately for proper accounting

o Assisting with monthly reporting budgets and CAM reconciliations as assigned

o Preparing service agreements for recurring or onetime projects and maintain accurate records of agreements

o Preparing property safety inspection reports and ensure compliance with safety regulations

o Administering required annual fire drills ensuring tenants are fully informed and documentation is properly acquired and filed

Property Maintenance and Management

o Acting as a substitute for the manager at all times especially during emergency onsite visits and moveout inspections

o Maintaining all tracking platforms and mechanisms as required by the manager ensuring accurate and uptodate records

o Performing other duties as assigned to support property management objectives

Requirements

• 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 interact with tenants effectively vendors and internal stakeholders
  

• Proven ability to prioritize and manage multiple tasks in a fastpaced environment
  

• Detailoriented with strong analytical and problemsolving skills