Assistant Property Manager (CRE)

Cushman & Wakefield•Oakland, CA

5d•Hybrid

About The Position

Performs the administrative functions of the Property Management Team assuring a high level of professionalism in property issues, including timely response to and resolution of any tenant requests or concerns. This role provides full administrative support, including phone support, typing, reports, filing and distribution of correspondence. It also assists in lease administration activities, ensures all property files are prepared and maintained, prepares and coordinates bid proposals and service contracts, obtains aging reports and follows up on delinquencies, ensures invoices are processed correctly, coordinates tenant move-ins and move-outs, and oversees the maintenance of work order and purchase order systems. The position is responsible for aspects of the Tenant Service Package, including tenant handbooks, tenant anniversaries, holiday gifts, park events, quarterly newsletters, and training meetings or programs for tenants, as well as ensuring tenant database information is current. Additionally, it updates office procedures, ensures Certificates of Insurance are up to date, oversees the processing of staff hours and expense reports, ensures tenant bill-backs are processed promptly, assists with annual budgets and monthly financial reports, and leads regular inspections of properties with service providers. The role also participates in performance oversight of all service contractors.

Requirements

High school diploma/GED equivalent
At least 1 year of real estate property management or related experience
Proficiency in Microsoft Office Suite
Demonstrates initiative and reflects a sense of urgency in daily duties by meeting or improving upon deadlines

Nice To Haves

Bachelor’s Degree preferred

Responsibilities

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.
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.
Obtain aging report for management and follow up on all delinquencies, utilizing C&W or client-directed policies.
Ensure invoices are processed in accounting with appropriate back-up and according to established procedures.
Coordinate tenant move ins and move outs, including furniture delivery and pick up.
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 is current and up to date.
Update and maintain 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 landscape providers and any other service provider as directed by the manager.
Participates in performance oversight of all service contractors who perform contract services.