Job Details

Assistant Property Manager

The Assistant Property Manager shall be responsible for assisting the Asset Management team on a day-to-day basis with all aspects of property management for an office portfolio including 360 Third Street and Brannan Street properties. General responsibilities are noted below. This position reports to the Property Manager.

Opportunity Requirements

• Minimum of 3-5 years working in a professional office environment and a minimum of 3 years working in a commercial real estate environment.
• Strong proficiency in financial management and accounting required.
• Must be self-motivated and possess excellent email and phone etiquette, convey a highly professional manner and must be well organized.
• Solid understanding of office procedures; typing skills 60+; excellent spelling and grammar; and highly computer literate with Word and Excel.
• Excellent interpersonal and communication skills.

Summary of Responsibilities

The essential function of this position is regular and predictable attendance. The core responsibilities of this position include, but are not limited to the following:

General Administration :

• Manage visitor interactions and provide telephone support for the Asset Management team.
• Maintain SharePoint file organization for projects, vendors, and tenant files. This includes Yardi Document Management (YDM) lists and distribution.
• Manage office administration, including mail distribution, ordering and stocking office supplies, and overseeing of office equipment.
• Support the asset management team in coordinating leasing, marketing, design, and investor-related activities for assigned assets.
• Work with development and construction team on weekly operations meetings, agenda and open items.
• Record meeting minutes and maintain status reports on properties and outstanding items.
• Ensure all tenant and vendor contacts (legal, billing, premises, emergency) are updated and maintained.
• Follow and adhere to the Corporate Asset Management monthly Calendar.
• Coordinate tenant activity and moves with multiple departments including development, construction, and engineering.
• Provide backup coverage for the front desk and telephone duties, and assist the Property Coordinator with general office tasks as needed.

Accounting :

• Review and process invoices in Yardi PayScan daily, assign them to the appropriate GL and ensure the invoices are in line with the budget.
• Upload invoices into Yardi for payment routing as needed. Collaborate and support Property Coordinator and accounting team with invoice processing.
• Follow up on outstanding invoices or incorrect billings and resolve discrepancies in a timely manner as needed.
• Prepare and route purchase orders in Yardi to track all expenditures.

Receivables

• Possess a comprehensive understanding of tenant rent schedules, lease commencement dates, rent abatements, and prorated rents per tenant leases.
• Responsible for running current aging reports. Contact tenants via phone and email for outstanding receivables.
• Submit monthly aging reports to revenue accounting team.
• Follow up on all outstanding charges and escalate to Property Manager after (3) attempts to collect have failed.
• Identify and investigate any discrepancies between tenant ledger (overdue balance or credit) and tenant payment status.
• Prepare utility and submeter spreadsheets as needed.
• Manage tenant utilities, after-hours lighting and HVAC billings by preparing monthly allocations and generating sundry charges in Yardi.
• Monitor external utility websites for invoice postings and ensure timely processing.
• Generate tenant late fee charges as instructed by Property Manager.
• Assist Property Manager with CAM Reconciliation letters and annual tenant CAM Estimate letters.

Reporting

• Provide Operating Accountant and Property Manager with monthly accrual data.
• Assist with compilation of information/data for annual budget preparation, as needed.
• Review Lease Abstracts from Accounting for Property Manager approval. Prepare and submit Lease Change Notices as needed.
• Monthly review and update of Stacking Plans, Rent Rolls, Commercial Billing, and Tenancy Schedules.
• Assist Property Manager with month end closing procedures, preparation of variance and financial reports, monthly reforecast, accruals, and general ledger review.

Budgets

• Collaborate with the property team on annual budget preparation, including obtaining bids, validating pricing, entering data into accounting software, and assessing capital building needs.
• Assist with monthly reforecasting and/or update reforecasts for Property Manager review.
• Analyze year over year and budget to actual variances, identify percentage changes, and recommend strategies including value engineering to align expenses with budget targets.
• Review vendor schedules of work and revise as needed for budgeting or reforecasting purposes.
• Work with Chief Engineer and Property Manager to identify and obtain pricing for non-contracted and R&M items to include in budget.
• Ensure accuracy of vendor pricing throughout the year, checking original proposals or contracts as needed.
• Track budget on a monthly basis to ensure that building work is completed on time and within budget.
• Monitor and track expenses against budget and contract/purchase order amounts.
• Update Forecast accordingly throughout the year in conjunction with Property Manager.
• Prepare Authorizations for Expenditure (AFE) for non-budgeted work as needed and route to Property Manager for review and approval.

Insurance Compliance:

• Collect, validate and file tenant and vendor certificates of insurance (COI), work with Risk Management team to ensure certificate compliance.
• Prepare incident report forms and submittal to Risk Management.

Property Management:

• Assist the property management team and Chief Engineers to maintain building standard operating procedures.
• Create and maintain Permit Compliance Calendar.
• Participate and assist Property Manager with monthly and quarterly property walks and preparation of punch lists.
• Follow up with vendors to confirm timely completion of follow-up items noted on walks.
• Conduct regular landscape walks along with the vendor and document required follow-up items.
• Act as liaison with engineering team to schedule and track tenant work orders and preventative maintenance through Angus to ensure they are completed in a timely manner. Update weekly team meetings with work order and PO status.
• Monitor Angus work order system throughout the day to ensure tenant work orders are responded to and updated accordingly with relevant notes and within required response and completion goals:
• Acceptance: 30 minutes
• Response: 2 hours
• Completion: 24 to 48 hours
• Assist with collection of bids for projects, and/or maintenance and repairs.
• Create Purchase Orders and track from scope commencement through to completion and invoice processing.
• Assist with drafting, executing, and maintaining vendor service contracts, purchase order documents, and vendor files as needed.
• Collaborate with Property Coordinator to ensure all contact lists for vendors, tenants, etc. are maintained and updated regularly.

Tenant Relations:

• Assist property team in coordinating all tenant and property events as well as annual fire warden training program.
• Coordinate signage program, including directory boards, tenant suite signs, floor directory signs, evacuation and restroom signs.
• Collaborate with Property Coordinator to prepare and distribute tenant memos and notifications.
• Prepare move-in packages and assist in coordination of tenant move-ins/outs.
• Assist in implementation and compliance of tenant lease obligations.
• Update building website/tenant portal/app and emergency procedures for Property Manager and Chief Engineer review.
• Educate tenants on project's recycling program.
• Assist Property Manager in resolving miscellaneous tenant issues.

Vendor Relations:

• Possess a comprehensive understanding of the vendor contracts and monitor vendors for compliance.
• Generate and maintain vendor contracts and vendor files for Property Manager review.
• Collaborate with Property Coordinator to manage and update property activity calendar to include recurring services, upcoming work, tours, executive visits and special events.
• Coordinate with various teams to ensure proper distribution of notifications.
• Receive and track vendor access request forms to route