Assistant Property Manager

Avison Young•Boca Raton, FL

7d•Onsite

About The Position

We are currently seeking an experienced Assistant Property Manager for an office/retail/industrial portfolio in South Florida to work in either our Boca Raton or Ft. Lauderdale office. The Assistant Property Manager reports to the General Manager, and provides administrative and building operations support, as directed. The Assistant Property Manager is responsible for keeping the General Manager informed at all times, seeking guidance and direction as appropriate.

Requirements

Possess a strong understanding of property accounting and the ability to interpret financial data.
Being detail-oriented; have the ability to work under pressure and deliver timely and accurate results.
Excellent customer and tenant service orientation.
Ensuring that our tenants are 100% satisfied with our services is one of the key priorities, so having strong relationship building and problem-solving skills is a must.
Assist with the implementation of new programs, and ensuring policies and procedures are followed.
Proficiency in Microsoft Office and other property management applications such as Yardi and Impak.
Proven organizational and multi-tasking skills, combined with strong communication skills both written, and oral are keys to success.
Self-motivated, professional and flexible with the ability to work both independently and collaboratively in a team environment.
Responsible for ensuring that assets are presented and operated according to the best possible standards alongside the Senior Property Manager.
To achieve success, Assistant Property Manager should not only be focused on the day-to-day operations of the property but on the long-term potential and profitability of the property.
A passion for property management is essential as the General Manager will turn to the Assistant Property Manager for support and ideas on how to best operate properties and manage complex situations.
1-3 years of experience in management of commercial properties.
Proficiency with Microsoft Excel and Word.
Some accounting knowledge and skills.
Good organizational skills.
Attention to detail and accuracy.
Strong verbal and written communication skills.
College degree preferred but will consider candidates with industry experience.

Nice To Haves

Experience with Yardi and/or Avid software preferred.

Responsibilities

Work with Operations and Property Management on the day-to-day operations of the assets, ensuring custodial, life-safety, engineering, site services, and general maintenance, are implemented and carried out in a manner consistent with Avison Young policies and client directives.
Assist with the maintenance of the computerized Preventative Maintenance Program (Impak) and monitor, dispatch and follow-up on tenant requests, preparation of monthly chargeback reporting.
Complete physical inspections and reporting of interior and exterior property; correct deficiencies immediately or report to the General Manager for appropriate action and follow-up.
Assist building operations as requested; ensure optimum operation of the Building Energy/Automation Management system working in conjunction with the General Manager and 3rd party energy management consultant.
Process accounts payable.
Process cash receipts and accounts receivable.
Assist in preparation and distribution of tenant communication in line with client and AY.
Maintain up-to-date contact lists.
Coordinate and supervise all contracts, including periodic reviews of all service contracts (ie: maintain up-to-date contract log, assist with tendering, verify invoices match contract pricing and PO’s).
Ensure that all site-specific documentation and financial reports are completed accurately and on time, (as applicable).
Assist in preparation and submission of industry awards (BOMA, LEED, etc.).
Respond positively and promptly to requests from tenants and occupants.
Oversee the implementation of ongoing contract programs to constantly assess tenant and occupant needs and to ensure problems are being solved promptly to the mutual benefit of the tenant, client, and the properties in accordance with contract scope and Service Level Agreements (SLA’s).
Collect, analyze and report statistical data as may be required to provide accurate and current assessment of management objectives (KPI – response times and deliverables).
Monitor and ensure the property is environmentally compliant with environmental legislation, codes and corporate best practices.
Monitor and ensure that tenants and vendors comply with insurance requirements and coordinate all claims, as required.
Assist as needed in the development and preparation of a variety of budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facilities.
Assist in preparation and publication of the annual budget, reforecasts and business plans.
Assist in the development of capital budgets for the property. This includes contributions towards a ten-year plan of maintenance, facility improvement, and cost reduction initiatives.
Research and report on various equipment and systems for purchase or upgrade.
Thoroughly familiar with the management contract and all requirements contained therein.
Facilitate and coordinate on-going, open communication with tenants by attending various meetings as required; understand, assess and address tenant operational concerns in order to ensure their needs are being met and the organizations assets are maintained appropriately.
Assists with such other administrative, management, property and client related duties as assigned.