Commercial Assistant Property Manager

TITLE: Assistant Property Manager/Executive Assistant

CLASSIFICATION: Full-time

DEPARTMENT: Commercial

REPORTS TO: Commercial Senior Property Manager

Position Summary:

For Atlanta properties, manage tenant relations, building maintenance, lease administration and assists in property financial results. Provide administrative assistance to SVP, Director and commercial team.

Essential Duties and Responsibilities:

• Property Management for Atlanta properties:
  • Coordinates tenant services, communication, and retention; establishes and enforces standard policies and procedures.
  • Regularly monitors the financial performance of the property, making necessary changes in the operations as needed to meet and exceed performance goals.
  • Conducts tenant service surveys, plans and directs tenant functions
  • Manages tenant projects (contacts vendors, prices job, manages project and bills tenant.)
  • Ensures quality standards by coordinating building inspections, directing maintenance staff, and managing vendors and other personnel. Solicits new vendor services and bids contractors when appropriate. Reports accidents and emergency situations to the Sr Property Manager immediately and prepares incident reports.
  • Manages both maintenance and capital projects.
  • Administers the rights and obligations of the Landlord and Tenant based on the executed lease document.
  • Manage accounts payable process for properties.
  • Reviews, abstracts and evaluates leases and lease provisions, maintains lease summaries, commencement agreements and rent rolls, coordinates tenant billings, rent collection, expense pass-throughs oversees miscellaneous tenant billings

o Handles annual budgeting, monthly projections, quarterly and monthly variance analysis, and cash flow analysis. Creates and provides monthly reports to appropriate team members.

• Administrative Assistance for Commercial Team:
  • Provides administrative assistance for special projects and ongoing tasks, including business development efforts, requests for proposals, preparing presentations, and preparing for meetings with potential tenants and clients.
  • Maintains supervisors appointment schedules by planning and scheduling meetings, conferences, teleconferences, and assisting with travel arrangements.
  • Creates and maintains portfolio-wide databases. Assists in tracking responses and deadlines.
  • Assists in organizing and maintaining the department shared drives.
  • Prepares and distributes reports for comments from Property Managers. Compiles responses in an appropriate manner within reports.
  • Assists with maintaining work order systems and overseeing the work order system. Will include setting up new properties in the work order system and contacting the work order company when assistance is needed.
  • Assists with event planning, groundbreakings, grand openings, broker events, networking initiatives, including managing invitations and list, vendors and equipment, locations, etc. Assists with additional projects as needed.
  • Coding invoices for the department.

Knowledge/Critical Skills:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• College degree preferred; four years in commercial property management.
• Service oriented.
• Good verbal and written communication skills, and ability to read and interpret legal documents.
• Ability to solve problems and manage several tasks simultaneously.
• Good organizational, computer, and accounting skills.
• Self starter.

Physical Demands/Environmental Factors:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Works in office setting and in commercial buildings.
• Works under minimal supervision.
• Frequently moves about to coordinate work.
• Frequently walks on commercial properties and climbs stairs.

Critical features of this job are described under the previous headings. They may be subject to change at any time due to reasonable accommodation or other reasons. This job description does not list all the duties of the job. You may be asked by supervisors to perform other non-essential assignments and duties. You will be evaluated in part based upon your performance of the tasks listed in this job description.

MANAGEMENT HAS THE RIGHT TO REVISE THIS JOB DESCRIPTION AT ANY TIME. THE JOB DESCRIPTION IS NOT A CONTRACT FOR EMPLOYMENT, AND EITHER YOU OR THE EMPLOYER MAY TERMINATE EMPLOYMENT AT ANY TIME, FOR ANY REASON, WITH OR WITHOUT NOTICE.