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Our Client, a NYC based Owner, Developer and Manager of Commercial Buildings, is searching for an Assistant Property Manager.
The Assistant Property Manager (“APM”) is responsible for assisting the Property Manager (“PM”) in the overall administrative, financial and operational management of the property, which is a 25-story, 350,000 SF commercial building in Midtown Manhattan. The property is multi-tenanted and is owned and operated by the original developer. The APM’s responsibilities shall include, but are not limited to: invoice management/processing, contract administration, physical inspections, tenant relations, monthly reporting, general administrative duties and supervision of building staff. The APM shall report to the PM and shall assist the PM with budgeting and reforecasting, lease administration and special projects.
Duties & Responsibilities:
Under the direction of the PM, the APM is accountable for but not limited to the following duties and responsibilities:
· APM shall have primary responsibility for managing Angus, an automated tenant work order and visitor management system. Specifically, this shall entail entering and closing tickets and preparing reports as requested.
· Establish and maintain excellent tenant relations. Answer incoming phone calls to the property management office.
· Create purchase orders, input invoices into Yardi, track and code special check requests. Assist PM in the review and approval of invoices.
· Assist PM with various construction projects throughout the building, including managing vendors and contractors.
· Maintain contractor, vendor and client Certificate of Insurance forms, verifying that requirements are met with company’s risk advisors.
· Assist PM in overseeing service contractor performance and adherence to contract specifications.
· Work with PM to maintain accurate lease, tenant, property and vendor files on site.
· Manage freight elevator bookings.
· Assist PM in the preparation of the annual operating and capital budget, quarterly and reforecast reports and review of monthly variance reports. Provide assistance, where necessary, to ensure that budget goals and objectives are being met.
· Prepare monthly property narrative and vacancy reports for review by PM & senior management.
· Review individual leases and lease provisions to ensure that services are correctly invoiced.
· Assist with accounts receivable, including communication with tenant’s representatives and company’s accounting department.
· Prepare and/or review incident reports to be maintained at the property and, if necessary, to be forwarded to the company’s legal department.
· Coordinate with engineering, porter and security staff to ensure property is properly maintained and secure at all times.
· Conduct and document property inspections. Assign and coordinate staff and/or contractors to remediate any deficiencies found during property inspections.
· Coordinate tenant move in/out; including: meeting with moving contractors to review rules and regulations, advising tenant of restrictions and ensuring a smooth process.
· Assist PM in ensuring that building maintains compliance with all city codes and regulations.
· Assist the PM with special projects as necessary. Complete special projects assigned by PM in a timely fashion.
Education & Experience:
BA/BS degree preferred plus a minimum of three (3) years’ experience in commercial real estate.
Other Skills/Requirements:
· Excellent computer skills utilizing Microsoft Office is required. Proficiency in Excel is a must.
· Superb interpersonal skills coupled with effective oral and written skills are required.
Knowledge of building mechanical systems & construction management is preferred.
Strong analytical and effective problem solving skills.
· Team player with the ability to work independently as required.
· Excellent organizational skills.
· Reliable, flexible and versatile.
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