Assistant Property Manager

St. John Properties, Inc.

5h•Onsite

About The Position

The APM works with St. John Properties personnel, tenants, contractors, vendors and the general public to manage and/or assist his/her property, portfolio and fellow Property Manager(s). This is a full-time, in-person position, Monday through Friday, with after-hours support for emergencies as needed (on call 7 days a week and 365 days a year to respond to emergencies). The APM must be very familiar with the tenants, the buildings and know what the Landlord and Tenant lease requirements are and enforce such requirements. The APM’s number one priority is to build value within their portfolio by exercising the following duties:

Requirements

1-3 years’ experience in commercial real estate or property management preferred
Bachelor’s degree required or equivalent combination of relevant experience
High Proficiency in Microsoft Office Suite including Outlook, Word, and Excel
Knowledge of basic accounting principles; experience a plus
Strong (in person, verbal and written) communication and customer service skills
Excellent organizational skills and continual attention to detail
Ability to work independently as well as collaboratively in a team environment
Ability to handle confidential information with discretion
Ability to prioritize tasks, manage multiple responsibilities and meet deadlines
Professional demeanor and positive attitude
Regular attendance is an essential function of the job.

Responsibilities

Make regular visits to all tenants to address any problems and build good relations with tenants at all buildings.
Respond to all tenant problems or complaints within one (1) hour of any service call and no later than three (3) hours of the service call or contact by tenant.
Assist their PM(s) with and monitor the work of the Lease Administrators to ensure that the Lease Administrators bill tenants correctly for CAM, taxes, insurance and other services provided, collect all rents due from tenants and enforce all lease requirements.
Work with Lease Administrators to monitor tenant payments and help with timely collection of all open balances.
Continually negotiate, bid and supervise all service contracts for the properties to ensure that we are receiving the best possible service at the most competitive market price at the highest level of quality.
Follow and exercise scheduled budget expenses.
Review and approve all invoices and purchase orders.
Administer prompt payment to vendors or contractors for products or services rendered.
Research all problem invoices to provide an expeditious solution.
Research all utility invoices and spread sheets for problems, trends and accuracy.
Identify, evaluate and implement capital and operating projects for the properties as they are planned.
Solicit specifications and proposals for minor and major improvements based on the budget schedule.
Recommend and implement improvements to increase value by reducing expenses and or increasing income.
Perform semi-annual building evaluations for each building and work with the Property Manager(s) to review problems and opportunities and to improve the property’s value.
Conduct housekeeping, safety, security and night inspections on a monthly basis to ensure the Properties and buildings are well lit, clean, and safe for the tenants and general public.
Assist PM(s) in inspecting all vacant spaces on a weekly basis.
Assist their PM(s) in inspections of all vacant spaces within 48 hours of the tenant vacating, and commence preparation of space(s) for leasing.
Work harmoniously with the Property Manager, Maintenance Manager and Lease Administrator to be aware of all maintenance, financial and tenant issues.
Send out correspondence as needed to confirm and follow up on actions as well as memos to tenants in various buildings to communicate information on a regular basis.
Meet with Property Manager and Lease Administrator to review AR aging reports.
Working with PM’s, prepare and submit annual expense budgets each Fall by calling all service contractors and soliciting prices by October 31, of each year for the coming year.
Review and fully understand each property’s expenditures each month and operate each property within the budget.
Discuss budget variances with Property Management on a quarterly basis.
Overseeing all operations of their portfolio.