Assistant Property Manager (Commercial)

COMPANY

Dallas-based, privately held commercial real estate development and investment management company with exceptional performance specializing in value-add and opportunistic real estate investments. With an entrepreneurial spirit and proven 30-year track record across several market cycles they have steadily built up a portfolio of 10 million square feet of industrial and office properties and 5,000 multifamily units located nationally.

OPPORTUNITY

The Assistant Property Manager provides first-class property management services and assists our Regional Manager in overseeing a portfolio of commercial real estate properties in the greater Chicago, IL area. Day-to-day responsibilities include assisting with issues regarding building/property operations, enhancing tenant relations, vendor scheduling, and customer service.

WHAT YOU’LL BE RESPONSIBLE FOR:

The activities listed here are not all-inclusive; rather, they indicate the types of activities normally performed by this position. The successful candidate will be able to demonstrate core competencies in the following areas:

General Office/Administrative:

• As requested, provide administrative assistance to the Property Manager, including phone support, drafting, filing and distribution of correspondence and reports.
• Create and maintain tenant and vendor contact lists to include emergency contact numbers and email addresses.
• Maintain efficient filing system for property management files.

Accounting:

• Review, code and approve property related invoices to ensure accurate payment in a timely manner.
• Submit and approve tenant bill-backs, distribute invoices to tenants and ensure payment received.
• Review and reconcile tenant account ledger reconciliations.
• Review rental increases and communicate or send any notices that need to be sent to tenants.
• Review Aged Receivable reports in accordance with company policy to ensure timely collections from tenants.
• Process security deposit refund forms as requested by Property Managers.
• Contribute to monthly financial reports including variance analysis and accrual needs.
• Participate and assist with annual estimates and reconciliations of Operating Expenses.
• Participate with budget process including the collection, organization and entry of budget materials. Request bids from vendors, analyze, and recommend budget draft.

Customer Service/Tenant Relations/Lease Administration:

• Establish relationships and interact with key clients: All tenants, vendors, owners, etc.
• Develop and maintain a point of contact with each tenant in order to understand and assist with their business objectives, as it relates to their account needs.
• Provide tenant services in a proactive manner for meeting tenant requests within their premises and the buildings’ common areas, in accordance with lease agreements.
• Promote goodwill, provide high-quality service, and implement tenant retention practices.
• Abstract all new leases, enter information into accounting system. Enter and manage all lease notes, maintaining critical dates and reminder files. Follow up as required to ensure asset and property management and leasing are aware of any approaching option dates and required action.
• Review and prepare for execution and distribution, leases and exhibits to proper parties.
• Create and maintain system of tracking expiration dates of leases. Tracking of all changes or adjustments necessary to lease documents received. (Amendments, Addendums, etc.)
• Serve as liaison between Landlord and Tenant with regard to each party’s compliance with all provisions of the lease.
• Prepare and follow a continual audit schedule for all existing lease documents in the portfolio. Follow up with property management on any related action items. Perform property lease file audits.
• Manage the commission calculation and payment process. Calculate all commissions in accordance with the listing agreement or commission agreement. Process all invoices for payment upon obtaining the approval from Asset Management.
• Oversee the review and track Tenant Improvement allowance and ensure that improvement is being administered properly and within lease guidelines.

Property Management Operations:

• Directly involved with the office and property day-to-day operations.
• Receive tenant maintenance calls and determine services needed. Coordinate tenant maintenance/repair requests with maintenance team or appropriate vendors and notify tenant of proposed solution.
• Provide support to Property Managers for special projects, ie: acquisitions, dispositions, refinances.
• Review and maintain Certificates of Insurance to ensure insurance requirements are met for: Tenants, Contractors, Vendors, and Suppliers.
• Manage lease compliance enforcement procedures, ie: notices, tracking, and follow up.
• Solicit bids and create vendor contracts using standard forms for all recurring service vendors and construction related projects.
• Request proposals for utility contracts, annual service contracts, etc.
• Create and maintain Tenant Lease files (hard copy and electronic copy) upon receipt of executed lease documents and maintain through lease term.
• Review Lease document for maintenance obligations or special terms and proceed accordingly.
• Manage utility accounts and transfers for house meters, vacancies, new tenants, clean & show permitting, acquisitions and dispositions.
• Other duties may be assigned.

WHO WE’RE LOOKING FOR:

• A Future Leader: At least 3 years industrial/commercial property management experience and a desire to grow in your career.
• Lifelong Learner: You learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks.
• People Whisperer: You have a knack for building relationships, whether it’s with your tenants or trusted vendors.
• Tech-Savvy: Comfortable with MRI and Avid Xchange software programs, and Microsoft Office Suite.
• Organizational Expert: You use your time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.

BENEFITS:

401k Employer Contribution Opportunities for professional development and advancement. Team building opportunities. A dynamic and collaborative work environment.