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Job Summary
The Assistant Commercial Property Manager supports the Property Manager in the day-to-day operational, financial, and administrative management of a commercial office portfolio. This role acts as a primary point of contact for tenant relations, vendor coordination, accounts receivable/payable support, and building maintenance tracking to ensure first-class property standards.
Key Responsibilities
Tenant Relations & Operations
Vendor & Facilities Management
Financial & Administrative Support
Qualifications & Requirements
The Assistant Commercial Property Manager supports the Property Manager in the day-to-day operational, financial, and administrative management of a commercial office portfolio. This role acts as a primary point of contact for tenant relations, vendor coordination, accounts receivable/payable support, and building maintenance tracking to ensure first-class property standards.
Key Responsibilities
Tenant Relations & Operations
- Serve as a primary day-to-day contact for office tenants, addressing service requests, inquiries, and complaints with a high level of customer service.
- Coordinate tenant move-ins, move-outs, suite orientations, and building events.
- Assist in drafting and distributing tenant correspondence, building memos, emergency updates, and operational notices.
- Support emergency preparedness programs, including life safety drills, floor warden training, and compliance with local fire and safety codes.
Vendor & Facilities Management
- Monitor daily operations of service providers, including janitorial, security, landscaping, parking, and HVAC maintenance vendors.
- Assist with the bidding process, draft service contracts, track vendor insurance certificates, and maintain contract expiration files.
- Conduct regular property and common-area inspections to ensure high-visibility upkeep, safety compliance, and proactive equipment maintenance.
- Assist with oversight of tenant improvements (TIs), capital projects, and vendor scheduling.
Financial & Administrative Support
- Assist with accounts receivable and payable (AP/AR), including rent collection, tracking aged delinquencies, processing invoices, and coding expenses.
- Support the annual budget preparation process, monthly financial reporting, CAM (Common Area Maintenance) reconciliations, and variance tracking.
- Maintain and abstract commercial lease files, track critical dates (options, expirations, rent bumps), and manage space accounting records.
- Generate and review periodic property reports using property management software.
Qualifications & Requirements
- Experience: 2–4 years of commercial real estate or property management experience, preferably supporting Class A office properties.
- Education: Bachelor’s degree in Real Estate, Business Administration, or a related field is preferred.
- Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and industry property management/accounting software (such as Yardi, MRI, or Building Engines).
- Licenses/Certifications: Real Estate License preferred (or willingness to obtain within an agreed timeframe if required by local state regulations).
- Soft Skills: Strong written and verbal communication skills, multi-tasking capabilities under tight deadlines, and proactive problem-solving judgment.