Job Description

We have an outstanding career opportunity for an Assistant Property Manager to join a leading Company located in the Tampa, FL surrounding area.

The Assistant Property Manager assists in the day-to-day implementation of those policies, procedures, and programs that will ensure a well-managed, well-maintained property, placing maximum emphasis on positive responses to concerns and needs of the customer and on increasing the value of the property being managed. This position is on-site and located in Tampa, FL. 

Responsibilities:

• Customer Relations and Property Management
  • Develops and maintains positive customer relations by creating and sustaining goodwill between landlord and customer and byproviding consistently responsive quality services.
  • Participates in the communication flow related to customer move-ins and move-outs.
  • Coordinates and assists with customer events, receptions, and orientations.
  • Meets one-on-one with customers on a regular basisto communicate building current events and solicit feedback. 
  • Prepares customer engagement program to maintain satisfaction with the building amenities and services.
  • Oversees the property website and assures that information is current and correct.
  • Performs property inspections to determine risk management liabilities, to assure that preventive maintenance and cleaning are performed according to contract standards and company policy, and to develop the capital improvement plan.
  • Prepares property status reports, building inspection reports, tracking reports, correspondence, and files.
  • Assists in the management of contracted services for property maintenance. 
  • Conducts competitive bid and selection process through the use ofstandardized requests for proposal and bid summary analysis. 
  • Acts as liaison between service providers and Property Management.
  • Assists in the training, supervision, and action of staff under the property emergency response program. 
  • Assists with evacuation drills and response to any emergency, including after-hours as needed to secure, protect, and arrange repairs under emergency conditions.
  • Participates in construction projects including capital improvements, customer improvements, and major repairs. 
  • Collaborates with the Construction Manager, Property Manager, and Chief Engineer indesign plan review, administration of contracts, quality control, and project delivery.
• Property Accounting
  • Assists in preparing the operating budget: revenue, expenses, capital plan, and operating expense management.
  • Works with Property Managers in preparingmonthly financial reports such as accruals, budget variance reports, and forecast reports.
  • Reviews and approves monthly recurring billing and miscellaneous billing.
  • Reconciles monthly invoices of the major service providers (i.e., janitorial, security, trash removal, etc) to ensure accuracy, and prepares reports for billing monthly.
  • Understands methods of calculating operating expense prorate shares, prepares, and reviews calculations, and approves customer statements.
  • Responsible for reviewing and approving invoices. 
  • Works with the Administrative Manager on accounts receivable, collection activities, and maintenance of accounts payable on a current basis.
  • In conjunction with the Administrative Managerand Property Manager, completes operating expense reviewand Customercalculation sheet preparation.
  • Prepares annual rental letter communication to Customers.
• Leasing
  • Administers leases on matters pertaining tocontractual performance, including leasehold rights and landlord and customer obligations.
  • Prepares rental commencement letters and lease-required notices.
  • Reviewslease abstracts provided by Lease Administration.
  • Supports the Leasingteam by preparing vacant spaceand participating in tours.
  • Reviewslease draft language from counsel to incorporate property-specific terms.

Basic Hiring Criteria:

• Highschool diploma is required; a Bachelor's degree is preferred.
• Minimum 2 years of commercial property management experience.
• A valid driver's license is required.

Desired Qualifications:

• Must work well with others, interact positively with customers, and possess excellent verbal and written communication skills.
• Must be detail-oriented, well organized, and can manage time and multiple projects efficiently to achieve the required results.
• Proficient use of Microsoft Office suite (including Word, Excel, PowerPoint, and Outlook).
• Property management software, web-based software systems, and electronic file organization in a shared server environment are required.
• Must be able to define problems, collect data, establish facts, and draw valid conclusions.
• Responsiveness – Need to perform responsibilities with an acute sense of urgency to meet the needs of others; respond to solve problems; willing to accept a variety of tasks associated with this position.
• Customer Service – Demonstrate optimum customer service delivery while performing all job functions.
• Integrity - Demonstrate sound business ethics; consistently comply with organizational values; protect confidential information.
• Communication - Able to clearly express ideas; present verbal information in a straightforward manner; ask questions in order toopen channels of communication; listen to understand the perspective of others.

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