Commercial Assistant Property Manager
Location: Dallas, TX 75247
Pay: $70,000 - $75,000
MUST HAVE COMMERCIAL REAL ESTATE EXPERIENCE
The Assistant Property Manager supports the Property Manager in all facets of building management and is familiar with the various administrative procedures of the building to allow him/her to stand in for the PM when required. The APM must be committed to upholding the company’s core values at all times. Timely and accurate work is necessary to effectively run the operations of the property. This position reports to the PM.
Property Management
· Fields all incoming calls to the management office
· Greets and assists anyone coming to the management office
· Responsible for collecting and tracking COI’s for tenants and vendors
· Collects and processes requests for building access cards
· Maintains list of tenant contact information, including accounting contacts, after-hours contacts, and principal of each company
· Ensure all appropriate online file management folders are up to date per the TXRE Standard File Tree
· Maintains all files for tenants, vendors, construction, and capital projects
· Audit IMPAK work order system to ensure that requests are responded to in a timely manner and that work orders are being properly and timely closed out.
· Manages garage/parking
· Orders office supplies and copier paper as needed.
· Conducts regular inspection of suites, common areas and property to insure adherence to property standards.
· Responsible for vendor management (which includes bidding, inspecting, contracting and reviewing services provided) for all vendors (other than the four the PM is responsible for), maintain vendor summary list for all vendors.
· Prepare monthly Janitorial csf report and provide to PM for review in conjunction with monthly invoice to ensure billing accuracy.
· Assist leasing team by providing access to vacant spaces- turning on lights and air (as needed)
Accounting/Financial
· Create Tenant Bill back form and secure tenant’s approval for all jobs initiated by the APM.
· Approve all Tenant Bill back forms created by others and ensure they are entered into accounting system.
· Works with building engineer to gather and enter sub-meter readings for preparation of tenant billings.
· Finalizes monthly billing (including sub-meter charges, bill backs, etc.) for approval by PM, and enters all billings into the accounting system.
· Code all vendor or service invoices, ensuring that billings are correct and appropriate to be paid. Forwards invoices to accounting department for payment.
· All invoices that are set up on auto-pay, the APM inputs into the accounting system.
· Prepare re-classes, accruals, one-time charges, and enter into the accounting system.
· Runs the monthly Commercial Billing report in the accounting system to confirm all rent and operating expenses are showing to be billed.
· Once approved by PM, monthly Commercial Billing is posted in accounting system by APM, and invoices are generated through the automated system for delivery to tenant email addresses. APM scans and emails any back-up for the monthly billings to each tenant as needed.
· Receives notice from accounting of tenant checks received and posts to the accounting system once deposit is recorded at the bank.
· Enters all ACH deposits, bank charges, and any other income.
· Handles rent collections through regularly scheduled review of the A/R for the property, email reminders about payment, charging late fees when needed, and notifying PM when a demand letter or default notice is needed.
· Inputs any Journal Entries into Yardi as directed by controller or PM.
· Assists PM in completing the monthly report by putting comments on A/R report, or more if needed.
· Assists PM with bank draw requests.
· Completes monthly credit card billing invoices and assists other team members in completing their reports
· Works with PM to assist with preparation of annual budgets.
Customer Service/Tenant Relations/Tenant Communication
· Ensures the highest quality of tenant services, communication, and retention efforts from staff.
· Prepares and distributes tenant emails/announcements.
· Plans and directs all tenant functions, tenant or broker gifts, and holiday decorations.
· Works within IMPAK Work Order System, training tenants how to fully utilize the system.
Lease/Contract Administration
· Prepare a Lease Abstract for all new leases and amendments. Once reviewed and approved by PM, then APM sets up lease in the accounting system.
· Confirms that any monies due from tenant at signing of the lease have been received and deposited.
· Prepares Leasing Commission Calculation Form for review and approval of PM. This form, along with the Lease Commission Invoice is forwarded to accounting for payment.
· Tracks payment of lease commissions to ensure they are paid in a timely manner
· Creates a Tenant Lease folder and makes sure a fully executed lease has been scanned into Dropbox
· Creates a construction folder for Tenant Improvements, if needed
· Process and complete all tenant move-Ins, including: ensuring receipt of tenant contact list, COI’s, W-9s, processing access card requests, inputs or orders directory and signage requested by tenant, obtaining mover’s insurance and ensuring that building rules are followed and move is coordinated with other building activities, etc.
· Process and complete all tenant move-out paperwork including: removing name from directory, walking space for potential charges, deactivating access cards etc.
Desired Skills and Experience
· Must have a minimum of 2 years of commercial property management experience in a management office for multi-tenant office building
· Strong written and verbal communication skills
· CPM, RPA designation (or in progress) is a plus
· Detail-oriented and intermediate-level skills with MS Excel and Word
· Yardi and/or MRI software experience preferred.
BGSF is an equal opportunity employer.
