Job Description:

Our client is seeking an Assistant Property Manager with experience managing commercial buildings to step up and into this role, managing 4 commercial office buildings in the financial district, with the help of an administrative coordinator. The position requires the person to be on-site: 3 of the buildings are right next to each other, and the 4th is five blocks away. Responsibilities The Building Property Manager will ensure a high level of professionalism and foster positive relationships with tenants and clients Provide full administrative support, including phone support, typing, reports, filing and distribution of correspondence Coordinate office supplies in absence of a property administrator Assist in lease administration activities, including abstracting leases and keeping our database current presently using AppFolio Ensure all property files are prepared and maintained in an orderly and logical manner, including leases and contracts Prepare and coordinate bid proposals and service contracts As directed by the Accounting department, follow up on all delinquencies, utilizing client-directed policies Ensure invoices are processed for the Accounting Department with appropriate back-up and according to established procedures Coordinate tenant move ins and move outs, including furniture delivery and pick up. Maintain photos of tenant spaces prior to move in and prior to move out Maintain photos before and after any Consent to Alterations (CTA) work Oversee maintenance of work order and purchase order systems Responsible for aspects of development and maintenance of a comprehensive Tenant Service Package, including tenant handbooks, tenant anniversaries, holiday gifts, park events, quarterly newsletters, and training meetings or programs for tenants. Also responsible for ensuring tenant information within data base (AppFolio) is current and up to date Update and maintain Building Office procedures in the property Operation's Procedure Manual under direction of manager. Ensure Certificates of Insurance for tenants and vendors are up to date Oversee the processing of management and maintenance staff hours, expense reports, check requests for review and approval Ensure that above standard tenant bill-backs for electrical usage, after hours HVAC, and other similar charges are processed in a timely manner Assist supervisor with aspects of annual budgets preparation and monthly financial reports, as well as preparation of bank deposits if processed at on site management office Responsible for leading regular inspections of properties with janitorial and building maintenance staff and providers and any other service provider as directed by the manager. Oversee maintenance staff as well as Security Staff to assure job responsibilities are being completed. Oversee that all Maintenance Records of all Equipment are up to date. Verify that there is a full inventory of all tools. Assure that all required inspections are being done on time. Participates in performance oversight of all service contractors who perform contract services.