Assistant Property Manager

Nov 23 2022
ALTRES Office |Honolulu|Full Time
Job Description

Our client is seeking an experienced individual to join their team as an Assistant Property Manager (APM). This role will assist the Property Manager(s) (PM) with accounting, administrative, operations, and leasing duties. Some duties include building maintenance, tenant relations, annual budgeting, risk management, property improvements, preparation of contracts, accounts payables, and much more.

Qualified candidates must possess strong organizational skills and be able to manage multiple priorities at one time.

Do you have what it takes for this job? If so, apply today for immediate consideration!

Hours

Full-time, Monday to Friday, 8:00am-5:00pm

Location

Honolulu, Oahu

Responsibilities

Accounting

  • Assist PM with preparation and submittal of Quarterly Reports and Budgets and ensure all deadlines are met as required by client.
  • Follow up with property accountants on Manual Billing Adjustments (or create the MBA?s) as needed per modifications.
  • Process payable in a timely manner.
  • Keep track of real estate tax due dates.
  • Ensure checks are processed and mailed by due dates.
  • Ensure payments were received and processed by the tax authorities.
  • Communicate with Property Accountants and A/R person to ensure all unapplied cash is applied prior to cash cut-off to maximize Property Management fee and ensure accurate statements.
  • Monthly A/R collections and follow-up as directed by PM.
  • Review reconciliations with PM for approval and ensure proper mailing of year-end reconciliations.
  • Work with tenants on questions regarding the reconciliations once mailed and follow up on payments.
  • Run report such as rent rolls, AR reports, renewal option reports, etc. and post as requested.
  • Upload or download items from FilesAnywhere and the client SharePoint sites.
  • Handle collection and entry of sales in the accounting system or excel spreadsheets and run the sales reports.

Administrative Support

  • Set up new tenant files and organize per client?s instructions including filing.
  • Mail tenant statements.
  • Assist tenants with any questions/issues regarding their statement.
  • Prepare letters for new tenants such as possession letters, commencement date certification, rent commencement letters, etc.

Operations

  • Assist with tenant issues or maintenance calls including follow up.
  • Maintain/update emergency response manuals or create for new properties.
  • Maintain property information spreadsheets; including tenant contact, vendor contract tracking, vendor COIs, and building contacts.
  • Update utility tracking reports.
  • Assist PM to coordinate tenant improvement and capital projects.
  • Assist with acquisition and disposition processes.

Leasing

  • Prepare and process vendor agreements.
  • Set up new vendor files and maintain as required by client.
  • Track tenant insurance in Ebix system and/or in Excel.
  • Maintain vendor COIs and follow up on those that are lacking coverage and expiring.
  • Prepare incident reports and communicate with the insurance company when needed.

Qualifications

  • Bachelor's degree and 3 years of work experience. Preferred experience in commercial property management.
  • Proficient in Microsoft applications (Outlook, Word, Excel and Power Point).
  • Willingness to take the necessary classes to obtain a real estate license.
  • In depth understanding of financial aspects of property performance.
  • Strong written and oral communication and organizational skills.
  • Customer service oriented.