Assistant Property Manager 2

Aston Carter•San Jose, CA

6h•Onsite

About The Position

The Assistant Property Manager provides comprehensive administrative and operational support to the property management team. This role helps ensure smooth day-to-day building operations, accurate lease and contract administration, and excellent service to tenants and clients. The position is ideal for a detail-oriented professional who enjoys working in a fast-paced office environment and supporting multiple priorities within commercial or residential property management.

Requirements

Strong oral and written communication skills.
Demonstrated customer focus with the ability to serve both internal and external customers effectively.
Excellent organizational skills with strong attention to detail.
Effective interpersonal skills with the ability to build positive working relationships.
Initiative and the ability to work proactively with minimal supervision.
Ability to multi-task and manage competing priorities in a fast-paced environment.
Proficiency in Microsoft Office Suite, including word processing, spreadsheets, and email applications.
Ability to follow and give direction and to interface professionally with decision makers.
Ability to maintain confidential information with discretion.
High school diploma or GED equivalent.

Nice To Haves

Bachelor’s degree preferred.
Customer service experience preferred, particularly in a professional office or property management setting.
Experience with contract administration software is beneficial.
Familiarity with lease administration, work order systems, and purchase order processes is an advantage.
Comfort working with basic accounting-related tasks such as invoice coding, bill-back processing, and meter readings.

Responsibilities

Provide full administrative support to the property management team, including answering phones, typing reports, filing, and distributing correspondence.
Schedule and coordinate meetings and special events as requested, ensuring all logistics and materials are in place.
Assist with lease administration activities, including maintaining tenant contact information, tracking insurance information, and generating related reports.
Prepare and coordinate bid proposals, service contracts, and approved invoices in alignment with company policies and procedures.
Assist in the bidding process and support Property Managers in ensuring compliance with internal policies and procedures.
Prepare, code, and submit invoices for Property Manager review and approval.
Ensure the office remains stocked with appropriate office supplies and other materials required to maintain daily operations.
Enter and maintain accurate contract and certificate of insurance information in contract administration software in a prompt and timely manner.
Track and file contracts and insurance certificates and maintain a follow-up system for expirations and renewals.
Monitor and maintain the property maintenance work order system and prepare monthly reports on the status of tenant work orders for the Property Manager.
Maintain the property purchase order system to support accurate tracking of expenses and services.
Maintain organized lease and contract files as well as other documentation within the property management office.
Promote and foster positive relationships with tenants and clients, tracking and following up on service calls as required.
Assist with the preparation of monthly and quarterly management reports and support annual budget preparation.
Process management and maintenance staff hours, tenant bill-back invoices, expense reports, monthly meter readings, and check requests for review and approval.
Handle confidential information with discretion and maintain a professional demeanor when interfacing with tenants, vendors, and internal decision makers.