Assistant Property Manager

BXP•Santa Monica, CA

17d•Onsite

About The Position

Oversee the resolution and manage the timely completion of day-to-day operational issues at assigned properties or property. Serve as tenant liaison in the building and maintain a high level of tenant satisfaction. This role involves managing and facilitating tenant work order requests, assisting with RFP development and contract execution, monitoring service contractors, and maintaining financial responsibilities including budget preparation and variance reporting. The Assistant Property Manager will also analyze maintenance programs, identify opportunities for tenant service income, manage tenant electric meter readings, and process invoices. A key aspect of the role is promoting positive tenant relations through proactive communication, coordinating new tenant orientations, managing move-ins/move-outs, and coordinating tenant warden training and evacuation drills. The position also requires regular property inspections, coordination with external contractors and internal departments, and working with the construction department on tenant improvements. Region/Building Specific Functions include attending industry conferences, assisting the Leasing Department with showings and operational questions, and supporting the Marketing Department in creating a sense of place through tenant events.

Requirements

BA/BS degree in business administration, real estate or related field required.
2-5 years of property management experience preferred.
Demonstrated proficiency with Microsoft Office applications.
Ability to organize and coordinate work efficiently and to set priorities in a demanding work environment.
Excellent verbal and written communication skills.
Excellent interpersonal skills.
Demonstrated ability to respond to a variety of multiple tasks/situations with both creativity and resourcefulness.
Ability to work autonomously and as a productive member of a team.
Ability to work under pressure and meet deadlines.

Nice To Haves

Continuing education in the field through RPA or CPM certification courses, and LEED approved courses highly desirable.
Working knowledge and understanding of operating costs, budgeting and related expense control preferred.
JD Edwards experience preferred.
Familiarity with ADA and OSHA preferred.

Responsibilities

Manage and facilitate the execution of tenant work order requests with building staff and/or outside vendors to completion in a timely manner.
Assist Property Manager with the development of RFP's and execution of contracts and purchase orders.
Regularly monitor service contractors to ensure service is being delivered as per contract specifications and that insurance and contract documentation is in order.
Maintain financial management responsibilities including providing assistance in the preparation of budgets, accruals, reforecasts and reporting budget variances.
Analyze current maintenance programs/procedures and make recommendations to Property Manager that ensures operating efficiency and effectiveness.
Partner with Property Manager to identify and achieve additional tenant service income.
Manage tenant electric meter reading procedure and insure accurate and timely invoicing including annual reconciliation billings.
Assist with invoice review and processing.
Promote, establish and maintain positive relations with tenants via regular proactive communication, meetings and routine follow-up.
Regularly inform Property Manager of topics discussed and action items to be addressed.
Arrange, coordinate and attend new tenant orientation meetings to review tenant welcome package, move-in requirements, general property information, rules & regulations etc.
Manage tenant move-in/move-outs to include certificates of insurance, signage, move management, closeout and inspection.
Coordinate annual tenant warden training and evacuation drills.
Respond to site emergencies when applicable and participate in company emergency response protocol.
Regularly inspect tenant space, common areas, base building areas and grounds to ensure a high level of maintenance, regularly interfacing with internal staff and vendors to maintain same.
Coordinate with external contractors (i.e. janitorial, security, etc.) and internal departments (i.e. engineering, accounting, leasing and construction, etc.) to ensure seamless and cost effective customer services is delivered.
Work with the construction department, including attendance at tenant improvement meetings and scheduling shutdowns of building services (e.g., electricity, water, HVAC) to avoid delays of landlord work.
Maintain a working knowledge of Company databases and information/reporting tools.
Perform other assigned duties.
Attend industry conferences and conventions.
Work with the Leasing Department to facilitate showings, ensure that vacant space is in showable condition and respond to any operational questions from the Leasing Representatives.
Work with Marketing Department to facilitate creating a sense of place through holding tenant relation functions, events, and promotions.