Assistant Property Manager/Front Desk Administrative Assistant

Stockdale Capital Partners•Scottsdale, AZ

About The Position

The Assistant Property Manager supports the Property Manager in the day-to-day operation and financial performance of a commercial property portfolio and in tenant relations. The role serves as a liaison among tenants, vendors, ownership, and internal teams to help ensure properties are maintained and operated efficiently and provide a positive tenant experience. The Front Desk Administrative Assistant responsibilities provide comprehensive administrative and clerical support to the Property Manager and others. The role assists with building operations, budgets and expenses, tenant issues, vendor services, property inspections, lease administration, maintenance and capital improvement needs, and tenant move-ins, move-outs, and improvement projects. It also performs portfolio administration, supports accounts payable and receivable, maintains property documentation, and helps prepare reports and presentations. Reception and office support include answering and screening calls, greeting visitors and vendors, handling correspondence and mail, maintaining contact lists and supplies, supporting other departments, and scheduling conference room use. The position calls for reliability, initiative, confidentiality, confidence, organization, multitasking, attention to detail, problem-solving, relationship-building, motivation, and strong verbal and written communication. A real estate license, 2–4 years of commercial property management experience, familiarity with leases, and proficiency in Yardi and Microsoft Office are required. A high school education is required; a college degree or some college work is preferred. Reliable transportation is required.

Requirements

Real estate license.
2–4 years of experience in commercial property management.
Proficiency with Yardi property management software.
Proficiency with Microsoft Office, including Word, Excel, and Outlook.
Familiarity with leases and the ability to understand them.
Professionalism in appearance, aptitude, communication, and performance.
High school graduate.
Reliable transportation.
Reliability, initiative, confidentiality, assertiveness, strong organizational and multitasking abilities, attention to detail, problem-solving skills, effective interpersonal skills, motivation, and strong verbal and written communication.

Nice To Haves

College degree or some college work.

Responsibilities

Assist the Property Manager with day-to-day building operations and the implementation or revision of policies.
Assist with annual budget preparation, manage budgeted building expenses, and use discretion for expenses that are not budgeted.
Serve as the first point of contact for tenants and work to resolve property issues, handling minor issues where possible without involving the Property Manager.
Direct and manage vendors to achieve effective service and control costs, and coordinate with vendors’ accounts receivable departments regarding payments.
Regularly inspect properties with the Property Manager and help ensure high standards of property maintenance.
Review, interpret, and enforce lease agreements.
Evaluate maintenance needs and capital improvements.
Facilitate annual bidding of vendor contracts as needed.
Perform administrative duties for the assigned portfolio, including communications, tenant billings, mailing, and filing.
Help review invoices, code expenses, and monitor property accounts payable and receivable.
Assist with lease administration, including tracking critical dates, insurance certificates, and tenant compliance requirements.
Coordinate tenant move-ins, move-outs, and tenant improvement projects.
Maintain property records, contracts, repair records, and operational documentation.
Assist with preparing ownership reports, management reports, and presentations.
Provide reception support by answering telephones, screening calls, and taking messages.
Greet visitors and vendors.
Type and mail correspondence.
Update contact lists.
Open and distribute mail.
Order and maintain office and maintenance supplies.
Provide support to other departments.
Maintain and schedule the conference room calendar.