Assistant Property Manager

HOLLADAY PROPERTY SERVICES MID WEST INC•Glen Ellyn, IL

About The Position

Enriching lives through investment and service is the mission at the core of everything we do at Holladay. The Assistant Property Manager supports this mission by working closely with the Property Manager and Portfolio Manager in the day-to-day office duties and management of the commercial real estate properties in their portfolio in accordance with the Company’s mission, vision and objectives.

Requirements

College Degree preferred or progressive work experience addition to the qualifications below
Real estate license or ability to obtain license
Front desk or office management experience
Two (2) + years’ experience in commercial real estate environment
Proficient in Microsoft Office Products, Word, Excel and Outlook
Excellent grammar, clear written and oral communications skills are essential
Good phone communication skills
Ability to prioritize, organize and have productive time management skills
Valid Driver’s license, proof of insurance, and clean MVR report

Nice To Haves

Publisher and Digital Camera knowledge helpful
MRI Real Estate Software experience or ability to learn new programs quickly
Desire to pursue CPM designation

Responsibilities

Interact and correspond with tenants to address problems or complaints, as it relates to housekeeping, maintenance, leasing or accounting
Log maintenance work orders; track and follow up with tenant to ensure issue was resolved
Assist Property Manager with weekly tenant visits as required by client and maintain tenant visit log
Prepare monthly newsletters and other publications (Fire Plan, Tenant Manual) for distribution.
Prepare tenant memos, notices and lease correspondence
Assist in preparation of tenant social events
Walk buildings and inspect for maintenance, janitorial & landscape issues
Walk and inspect vacant suites bi-weekly; complete check list and call in necessary repairs
Complete monthly building inspections for assigned buildings and place service requests and follow up on completion
Maintain building signage, order/remove and bill back
Maintain building access system, handle tenant request for access cards and keys
Assist Property Manager with construction and interact with contractors for the completion of tenant improvement projects. Prepare specs and obtain bids for building improvements Document incidents and make sure report is routed to all parties
Responsible for administrative tasks including, but not limited to filing, mailing, ordering office supplies, preparing monthly expense reports for Property Manager and Maintenance Staff, etc.
Prepare and track all vendor contracts. Maintain current vendor list. Obtain current COI, business licenses and W-9 on all Vendors
Maintain and keep up to date tenant contact lists and current (COI’s) certificate of insurance
Update Clients web site monthly with current tenant contact information
Maintain and keep up to date web base program for building information and preventative maintenance work order system
Maintain on site lease files
Prepare monthly budget variance reports for assigned buildings for the Property Manager’s review
Assist Property Manager with placing calls to tenants regarding collection of past due rents on the 10th, 20th and end of month. Produce MRI Aging Report. Correspond with Tenant and update MRI reports
Assist in budget planning, i.e., print reports and obtain bids
Assist Property Manager with invoices, i.e., tenant bill backs, researching invoices, GL coding, etc.
On a monthly basis, prepare meter reading and tenant bill backs for accounting
Upload bill backs in the accounting web base program
Review rent rolls for accuracy and compare with MRI rent roll
Performs other related duties and assignments as required.