Assistant Property Manager

COMPANY SUMMARY

The Assistant Property Manager will play a crucial role in overseeing the comprehensive management of all building operations forapproximately 1 million square feet of Class A office space.**This role involves overseeing building staff, coordinating tenant services, and ensuring compliance with building policies and procedures. The Assistant Property Manager will also support the Property Manager in developing budgets, managing special projects, and maintaining property files and records. This position requires strong supervisory and administrative skills, a basic understanding of electrical and mechanical systems, and the ability to handle multiple tasks effectively.

RESPONSIBILITIES:

• Establish and maintain procedures to properly administer all purchase orders processing, payroll administration, accounts payable, accounts receivable, and related correspondence
• Utilize working knowledge of all building accounting systems, accruals, and reclassification
• Assist Property Manager in developing annual budgets, quarterly reforecasts and monthly variances, including Operating, Tenant Improvement, and CapEx projects
• Provide knowledgeable of ownership’s policies and procedures and Union (32B-J, Local 94) Commercial Building Agreements
• Administer all special projects that are assigned by the Property Manager and Portfolio Manager
• Assist Property Manager in ongoing leasing program including review of leases for compliance, notification, updates, escalations, late charges, statements, and insurance compliance
• Assist in the coordination of tenant move-ins and outs and completion of associated paperwork
• Coordinate with Property Manager in the issuance of notices relating to tenants, security, janitorial, or project issues
• Oversee engineering and building staff, meet with the Chief Engineer and/or Superintendent on a daily basis to coordinate ongoing work and the building’s repair and maintenance program
• Direct the day-to-day operations of the security and cleaning contractors
• Schedule overtime and vacations to provide adequate coverage of building functions
• Ensure adequate and qualified replacements when absences or vacancies occur in the security and cleaning staffs
• Manage the operation of tenant service requests, ensuring timeliness of service calls and the proper dispatch of requests to building trades
• Assign and monitor maintenance and custodial tasks as called for by tenant or management request
• Coordinate special work orders, trash removal and freight car usage
• Assign work priorities
• Ensure employee duties/responsibilities and building policies/procedures is understood by the staff
• Update reports for weekly and monthly meetings with ownership
• Implement and maintain property files, manuals, and records
• Assist in monitoring all on-going maintenance/construction projects performed by external contractors
• Coordinate all "Slip & Fall" and related bodily injury insurance issues utilizing full knowledge of all building insurance coverage and report all accidents with complete details to insurance carrier
• Maintain current required insurance certificates for contractors and vendors
• Assist Property Manager in contract bid process including preparation of RFP documents and bid evaluation
• Review and evaluate fire safety system permits to ensure compliance with applicable fire codes
• Oversee all required training including, but not limited to OSHA, Hazard Communication, Mold, Asbestos, Fire Safety, etc. on an as-needed basis and distributes relevant memorandums
• Analyze and oversee the maintenance of all building inspections and records
• Coordinate and advise of emergency trade responses with management and trades
• Perform daily inspections to ensure building standards are being adhered to and enforce in-house cleaning programs, cleaning contracts, and performance of routine maintenance tasks
• Inspect areas under construction daily
• Coordinate building service (i.e., freight, security, cleaning, engineering, fire watch) for after-hour construction, maintenance, tenant moves, and any other special projects
• Work with HR department on any disciplinary action
• Meet with tenants on a regular basis to ensure tenant satisfaction
• Prepare monthly overtime reports and reallocate labor costs to projects as needed
• Assist the Property Manager on ad hoc analysis and reporting
• Evaluate lease proposal from an operation and LL work perspective

WHAT SUCCESS LOOKS LIKE:

• Be self-driven
• Make strong communications a core competency
• Have a positive attitude and be a forward thinker
• Have a long-term strategy and set goals
• Find opportunities where others see obstacles
• Be decisive, curious, and engage your tenants, colleagues, and staff
• Present a well maintained, operational, safe property

REQUIRED SKILLS / ABILITIES:

• Ability to handle multiple tasks, coordinate, manage, and communicate effectively
• Proven experience leading an