Assistant Property Manager

The Villages•Wildwood, FL

24d•Onsite

About The Position

Within the spirit of “Making People’s Dreams Come True,” the Assistant Property Manager is responsible for maximizing the value of owned property consistent with The Villages objectives. This position is responsible for the coordination of general administrative and reporting functions for the financial and physical operations of the property while delivering Raving Fans Customer Service to internal and external customers. Full-Time, Onsite Position

Requirements

Applicant must have strong working knowledge and use of MS Office software including Word, Excel, and Outlook
Strong written and oral communications skills
Applicant is required to have a valid Florida driver's license with a driving record acceptable to company standards.
Minimum of three (3) or more years related experience and/or training, or equivalent combination of education and experience

Nice To Haves

Associate's degree from a two-year college or technical school preferred
Commercial maintenance experience preferred
BOMI, BOMA, ICSC certification preferred

Responsibilities

Tenant Charges Review & Posting
Monthly late fee reports, monthly CPI and scheduled rent increase reports, monthly percentage rent reports
Review, validate, and present to Property Manager
Liaison between Property Management and Accounting to post charges of appropriate reports at Property Manager's direction
Accounts Receivable (A/R)
Review and identify past due balances on A/R Reports
Facilitate delivery of default notices
Monitor tenant ledgers
Review and reconcile tenant statements
Real Estate Tax Billing
Review, validate, and prepare annual real estate tax billing documents
Facilitate delivery of annual real estate tax invoices
Insurance Compliance
Review, validate, and present monthly insurance reports to Property Manager
Facilitate delivery of default notices
Sales Report Compliance
Review, validate, and present monthly sales reports to Property Manager
Facilitate deliver of default notices
Lease Administration & Tenant Relations
Establish and maintain positive working relationships with Tenants to ensure a high level of resident/tenant service and achievement of property goals and objectives
Work closely with Operations Support staff to ensure critical Facility Maintenance requests are resolved timely and correctly
Follow up with Tenants on leasing requests made to Property Manager
Correspond with other business partners, local municipal authorities, etc. to solve tenant issues and/or requests
Work in conjunction with Property Manager to implement lease administration and property management
Manage and conduct regular tenant visits to build rapport, identify and address tenant concerns
Assist with Lease Management, including lease abstract, lease renewal, amendment, assignment, and communication
Assist with New Lease process by managing workflow of new leases into appropriate ERP software and/or databases; tracks new lease critical dates
Communications & Meetings
Schedule and coordinate tenant meetings as needed
Schedule, coordinate & assist in facilitating New Tenant Kick-Off Meetings
Maintain property calendar
Send welcome arrangements as needed
Actively communicate critical dates relating to the properties
CAM Reconciliations and Budgeting
Support annual budget preparation by gathering appropriate financial statements, reports, schedules, documents
Support annual budget preparation by understanding financial statements
Support annual CAM reconciliations by assisting in review of general ledger entries and validate proper bookings of experiences
Facilities Management
Coordinate, attend, and perform facility inspections in conjunction with or without Facilities and/or Property Manager when needed. Publish inspection report and applicable communication regarding corrective work.
Oversee building occupants needs are met
Execute tenant and vendor communications with excellent customer service
Manage information related to transfer properties
Assist with creating facility maintenance and/or repair scopes of work as needed for bid purposes, obtain estimates, review and negotiate terms for contract document processing
Engage with vendors and request purchase orders as needed