The Assistant Property Manager reports to and is responsible for supporting the Property Manager in the day-to-day management and administration of operational tasks. Responsibilities involve a broad range of property management functions, including but not limited to, budget preparation and execution, building operations, maintenance and repair, corporate resident relations and project management. Specific priorities of focus may be directed by the Property Manager and/or VP of Real Estate depending on specific needs at the time. Duties and level of involvement vary by property.
Corporate Resident Support
Serve as the primary contact for routine maintenance issues and/or complaints & assist in resolving minor corporate resident disputes.
Support the Property Manager to ensure all emergency operating procedures and standard operating procedures are updated, implemented, and followed by all corporate residents.
Maintain effective phone and email communication by promptly returning calls and emails (within same business day) and communicating all matters of importance to those responsible.
Attend weekly and monthly property operation meetings.
Maintain and update the property management reports for each property. These reports aggregate issues reported by corporate residents, security, cleaning, and property management staffs and are reviewed at each weekly operations meeting.
Assist in the supervision of the security and janitorial staffs at each property to ensure all team members are performing job requirements in a timely and professional manner.
Manage the UAttend Payroll system and provide necessary payroll reporting for Accounting.
Manage the monthly parking database for the Center and ancillary lots and prepare each monthly spreadsheet for accounting billing.
Manage and administer the access control system for the Center.
Regular tours of the properties to ensure proper maintenance and fulfillment of responsibilities by staff, contractors, vendors, and corporate residents. These include:
Daily tours/walks of lobbies and common areas/entrances, loading docks, parking areas with a record of inspections for the corporate office properties. Under the direction of the Property Manager, initiate corrective action where needed and follow through to completion.
Monthly property inspections with a record of inspections for the retail properties.
Periodic nighttime inspections of the property, lighting systems, and staff to ensure off-hour operations are meeting expectations.
Maintain routine meetings with all corporate resident contacts for both office and retail properties to review concerns or issues.
Ensure preventative maintenance schedules compiled by the Engineering Departments are being adhered to on a timely basis to preserve and maintain the common areas, equipment and structural elements of the property.
Maintain and update the Property Operation & Emergency Procedures Manuals for each property as necessary.
Collaborate with Corporate Residents and Company personnel on creating events at the Center that enhance the “life” experience of working in a Company property.
Monitor corporate resident and vendor insurance certificates for current status and limits of coverage. Ensure updated copies of Certificate of Insurance are on file at all times for corporate residents, as well as, Company service providers.
Update and maintain all corporate resident and vendor contact lists. Manage all corporate resident and vendor forms to ensure viability for current needs.
Ensure corporate residents are updated accordingly regarding property events and updates via email blasts.
Assist in the scheduling and coordination of quarterly training for staff and corporate tenants for elements of Fire and Life Safety.
Assist in the scheduling and coordination of required annual fire drills at each property.
Organize, file and maintain department and corporate resident correspondence.
Direct and engage support from the Director of First Impressions, who should be utilized for preparing electronic communications, gathering pertinent data and mailing correspondence, etc. for the Property Management group.
Other duties as may be assigned.
Position requires extensive administrative and organizational skills.
Ability to organize and prioritize workloads
Proficiency in Microsoft Word and Excel
Excellent written and verbal communication skills (including excellent telephone skills)
Ability and commitment to learn new material quickly and upgrade skills.
Self-starter with the ability to work independently and within a team in a face-paced environment.
Poline Associates is an international executive search firm specializing in the shopping center industry.We serve property owners, developers, retailers and service providers who are seeking remarkable talent and work to align them with candidates who are eager for new growth opportunities. Since 1979, our team has been connecting companies and candidates with a commitment to integrity and client satisfaction—making us the industry’s most trusted leader in recruitment.