Assistant Property Manager

Rockefeller Group

17d

About The Position

Our people make all the difference in our success. We value innovation, teamwork and collaboration, and welcome passionate, results-oriented professionals to apply for our open positions. General Summary: The Assistant Property Manager supports the Property Manager in directing building staff and contract personnel to provide a high level of service of ensuring a clean, safe, and comfortable environment for tenants and visitors to conduct business.

Requirements

Minimum of five years experience in commercial property management, construction, or related field
Proven management and leadership skills
Computer literacy in PC with proficiency in MS Windows, MS Office (Word, Excel, Outlook, PowerPoint) and database software systems.
Ability to generate computer reports
Capable of responding to inquiries or complaints from customers or members of the business community in a professional and businesslike manner.
Ability to develop and maintain an excellent rapport with customers and resolve difficult issues to customers’ satisfaction
Ability to effectively present information to tenants, senior management, owners and/or owner’s representatives, and staff in written and oral formats
Ability to work independently with little or no supervision
Ability to prioritize work assignments
Ability to read, analyze, and interpret complex business documents, building plans, and blueprints
Ability to perform building inspections
Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages
Ability to apply general reasoning skills to carry out instructions furnished in written, oral, and diagram form
Ability to solve problems in complex situations
Ability to work long, irregular hours, a varied schedule including weekends, and ability to return to work for emergency situations on an on-call basis

Nice To Haves

Possess or obtain advanced certification from a professional organization (i.e., Building Owners and Managers Association RPA or FMA certificate)
Possessing or obtaining a Fire and Life Safety Director/EAP License is preferred, but not required

Responsibilities

Produces and distributes monthly status reports outlining building activity and associated costs to building owners and/or Rockefeller Group’s senior management personnel
Assists in preparation and regular tracking of annual operations, maintenance and capital budgets. Inputs data into approved RGDC spreadsheet format, making recommendations for improvements in format and presentation
Administers Facilities Contracts for the property
Collects, reviews and files all certificates, drawings and applications necessary for tenant construction projects performed in the building
Stays abreast of all leases, especially with respect to clauses affecting building operations, income and those providing various options
Inspects all tenant areas prior to “move-in” and “move-out” to ensure all minimum requirements as outlined in the lease are met.
Prepares building occupancy reports keeping all levels of management up to date as to tenant move activities
Updates and revises tenant information for billing, the property management software system and emergency tenant notifications
Prepares and sends tenant notifications including work related shutdowns of utilities or essential services, emergency or unusual situations, safety and security issues, and general building information
Interacts with tenant representatives to schedule repairs and maintenance work, and to become aware of any problems or concerns the tenant may have. Provides follow-up on all work until completion
Assembles and maintains all cost data for tenant “Extra Services” which are above lease requirements
Reviews and codes invoices submitted by vendors and contractors
Participates in building area inspections both during business and off-hour periods, making note of any cleaning deficiencies and taking appropriate remedial actions
Assists Manager of Engineering, Manager of Fire and Life Safety Director, and other appropriate personnel in testing Life Safety Systems on a monthly basis, noting any deficiencies and taking appropriate actions when necessary
Assists in conducting regular fire and evacuation drills, and maintains proper posting of fire safety and evacuation procedures on all floors
Maintains and updates all building files regarding Fire Safety, OSHA, HAZCOM, and Code Compliance
Represents the Property Manager when required
Cross-trains in duties of Property Manager for back up and future advancement opportunities
Serves on-call to respond to emergencies 24/7
Performs other duties as assigned