Assistant Property Manager

DivcoWest•Menlo Park, CA

37d•$75,000 - $95,000•Onsite

About The Position

DivcoWest is seeking an experienced Assistant Property Manager to join their team in Menlo Park, CA. This role will be based at their property management office, overseeing The Commons and part of The Sand Hill Collection (SHC), which together constitute a significant portion of the office inventory on Sand Hill Road. The position involves collaboration with a team, including a senior property manager, property manager, and tenant services coordinator. The Assistant Property Manager will support the property manager in maintaining strong tenant relationships, ensuring the smooth daily operations and upkeep of the site, and managing financial responsibilities. The role requires a 5-day in-office presence in Menlo Park, CA, and is not eligible for immigration sponsorship. The ideal candidate will be comfortable in a high-profile environment that prioritizes customer service and thrives in a busy, collaborative setting with diverse interactions.

Requirements

At least 2-3 years of experience in the commercial property management field
4 yr degree (BA preferred)
Strong mathematical skills and organizational aptitude
Excellent computer skills including proficiency with Microsoft Word and Excel
Clear, concise written and verbal communication skills
Above average customer service skills and problem-solving capabilities
Detail oriented
Works well with deadlines
Takes initiative and is “self-starter” with a positive attitude
Cooperative/Team Player
Resourceful, reliable, and punctual
Eager to learn and be a "go-to" when questions/issues arise
Must be able to remain in a stationary position for 75% of the time working on a computer and attending virtual meetings.
Must be able to occasionally move about the office to access file cabinets, office technology, and attend meetings etc.
Applicants must be currently authorized to work in the United States on a full-time basis without the need for employer support or sponsorship now or in the future.

Nice To Haves

Familiarity with AI tools and applications (e.g., Copilot) is a plus

Responsibilities

Acts in a property manager capacity as needed.
Assists in supervising vendors, creates vendor repair agreements, maintains vendor files, and monitors vendor insurance as needed.
Assists with property inspections, follows-up and assigns work orders to service providers.
Assists with tenant relations including but not limited to participating in tenant meetings and supporting property specific and regional tenant programs and activities.
Assists with tenant move-ins including disbursement of keys and access cards, establishment of a new mail service, walk-through and all other tasks as required.
Assists with card access input and procedures for the property as needed.
Assists property manager with capital improvement and tenant improvement projects.
Professionally interfaces with all levels of management, vendors, and tenants.
Manages monthly Accounting Calendar for adherence to deadlines throughout the month to include completing monthly accounting tasks, including review of rent edits, accruals, and account payables.
Monitors tenant receivables including review of rent statements, responding to tenant inquiries, rent collection, miscellaneous billings, and delinquency reporting.
Processes invoices daily, including vendor coding, approval verification and budgetary review. Maintains accurate financial records using MRI accounting software. Prepares necessary check requests; inputs related data and processing within established guidelines. Researches and responds to internal and external inquiries. Researches invoices and payments to ensure timely and accurate payment.
Manages the preparation of and gives approval on accurate tenant billings.
Follows up on all delinquencies. Obtains aging report for property manager and delivers standard correspondence to address delinquencies.
Prepares monthly operating report for property manager review and approval.
Reviews monthly rent roll for accuracy for property manager’s review.
Responsible for working with Asset Management on annual tenant common area expense billings and reconciliations.
Responsible for all budget input into spreadsheets and/or budget application.
Tracks costs and tenant billings for tenant improvement projects.
Backs up the Tenant Services Coordinator to dispatch service calls to enter into the work order software program “Prism” and follows up to ensure satisfactory completion. Welcome visitors and clients in a professional, courteous, and helpful manner.
Supports preparing aspects of the annual budget and gathering bid proposals for potential work to be performed.