Assistant Property Manager

Chapman University Careers•Irvine, CA

10d

About The Position

Reporting to the Director of Property Management, the Assistant Property Manager role will serve as the primary contact for day-to-day management and operational oversight of the university’s real estate portfolio of 160+ properties. The Assistant Property Manager will provide financial, administrative and operational support for all residents, departments, and guests of the university in residential & administrative housing. This role will manage all departmental needs related, but not limited to: accounts payable, lease/license administrative oversight, work order processing & maintenance reporting, as well as ensure excellent customer service & proactive communication with internal & external stakeholders of the university at all levels. This role will manage the guest house program by working directly with the offices of senior leadership to facilitate & prioritize guest stays, oversee hospitality and customer service efforts, and report stays in keeping with compliance requirements. This position will oversee the hiring, onboarding, training, and day-to-day management of a team of student workers and their workloads including their data entry, filing, administrative tasks, hospitality, and guest house quality assurance checks. Additional tasks include specialization in various software utilized by the university including: Peoplesoft, Rent Manager, and TMA .

Requirements

At least three to five years of progressive experience and responsibilities providing administrative support in a property management office.
At least two to three years of progressive experience related to accounting responsibilities related to accounts payable/receivable principles, including account reconciliations from University enterprise system and department documentation.
Past staff/student staff/intern supervision
Ability to oversee and coordinate multiple projects, identify priorities, and exercise sound judgement especially in relation to university resources.
The ability to respond to shifting responsibilities, complete tasks in timely and accurate manner in keeping with institutional requirements, with a strong understanding of confidentiality and discretion for sensitive university related matters.
Strong customer service, interpersonal communication & writing skills, including the ability to work with a diverse group of people from within the department, within and outside the University community.
Strong computer skills, preferably in Microsoft Office Suite applications
Technical skills to learn and use university enterprise systems including knowledge of (Peoplesoft, WebTMA7, and Rent Manager)
Strong analytical skills to gather and analyze data and generate relevant reports
Problem solving skills, including the ability to formulate and communicate logical conclusions and strong recommendations
Excellent time management skills to process time sensitive materials in a dynamic environment
Ability to learn and interpret university and department policies and procedures.

Responsibilities

Financial Management & Accounts Payable Administration Process, manage, & develop best practices for accounts payable for property-related expenses including vendor invoices, service providers contracts, utilities and maintenance costs.
Coordinate with institutional financial department to ensure accurate processing, documentation, and compliance with all financial policies.
Reconcile and audit invoices/payments with vendors by employing best accounting practices and ensure department financial records are meticulously upkept
Monitor property budgets and track expenditures
Process department Purchase Order requests, monitor approvals, and throughout its lifecycle concluding with its closure
Work with Department Assistant in the processing of task agreement administration in line with university protocols and financial/legal requirements
Coordinate vendors and ensure contract compliance
Serve as primary point of contact for vendors related to all remittance related inquiries
Attend monthly revised rent roll meetings with cashier and financial services teams to assist with the administration of billing adjustments, payment applications, and balances oversight
Lease/License Agreement Administration, Operational Oversight, & Student Staff Supervision
Monitor, submit, and schedule work order submissions throughout the day; identify priorities & dispatch emergency calls
Oversee resident relations by communicating proactively with residents and departments to schedule technician/vendor work and follow-up consistently to ensure expectation alignment
Prepare work order related reports and directly handle all vendor call-outs related to pest control, landscaping, utility & custodial related requests
Facilitate move-ins & move-outs for all residents including coordinating agreement signing appointments, scheduling custodial, facilitating turnover of possession, and distributing all fully executed agreements
Assist with leasing efforts including walk-throughs of potential residents as requested and preparation of all leasing materials and agreements
Oversees the hiring, onboarding, training, & day-to-day management of a team of student workers who assist the Property Management department
Communicate weekly vacancies to Public Safety and update logs of university housing designations & service dates
Oversee the meticulous filing of electronic & physical files; ensure all records are in keeping with university retention standards
Ensure electronic invoice posting protocols to work orders is done consistently and to department standards
Complete website updates, reports, special projects, & research as requested
Oversee Guest House Program Administration · Schedule, process, & prioritize reservations by working with key university personnel with fully staffed communications of requests to senior leadership personnel
Facilitate and communicate arrivals and departures of recent guest stays to facilities and custodial to ensure housing readiness
Ensure meticulous records of all guest stays and prepare monthly reports for compliance due to taxation & compensation regulations
Manage accounts receivables related to the collection of payments related to guest stays ·
Oversee the upkeep and maintenance of approximately 30 guest house designated properties including day-to-day budgets
Oversee and ensure quality assurance of cleaning & sanitization efforts and property readiness of university personnel
Ensure proactive communication with guests and offer exceptional customer service to VIPs of the university
Stay abreast of University initiatives to plan ahead for guest housing needs related to key hire searches and housing related needs
Facilitate best access practices including key handling management and personalized access codes
Offer best in class hospitality & hospitality standards by producing welcome baskets and walking all guest houses prior to arrivals to perform quality assurance