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Assistant Property Manager

Location : Menlo Park, CA
Job Type : Direct
Start Date : 12/07/2016
Hours : Full Time
Travel : No
Relocation : No

Job Description :

RETS Associates (www.retsusa.com), on behalf of our client, a privately owned real estate investment firm, is recruiting for an Assistant Property Manager to assist in the management of a Class A Office portfolio in Menlo Park. 

Responsibilities will include, but are not limited to, the following:
* Monitor tenant receivables including preview of rent statements, responding to tenant inquires, rent collection, miscellaneous billings and delinquency reporting.
*Process invoices daily, including vendor coding, approval verification and budgetary review. Maintain accurate financial records using MRI accounting software. Prepare necessary check requests; input related data and process within established guidelines. Research and respond to internal and external inquiries.
*Act in a property manager capacity as needed.
* Manage the preparation of and give approval on accurate tenant billings.
*Follow up on all delinquencies. Obtain aging report for property manager and deliver standard correspondence to address delinquencies.
*Responsible for preparing aspects of the annual budget and gathering bid proposals for potential work to be performed.
*Produce vendor repair agreements, maintain vendor files, supervise vendors as requested and monitor vendor insurance.
*Prepare lease abstracts for new tenant files, review monthly rent roll for accuracy and provide for supervisor review.
*Accurately compose own correspondence and spreadsheet documents as needed.
*Dispatch service calls, enter into the work order software program “Building Engines” and follow-up to ensure satisfactory completion.
*Lead regular property inspections as requested, prepare periodic inventory of building contents, provide appropriate follow-up and assign work to service providers as needed.
*Set up and maintain tenant lease files, tenant files, track tenant insurance certificates.
*Responsible for the tracking of vendor certificates of insurance to include upload of all data on “Building Engines”.
* Assist with updating and maintaining the tenant handbook, order tenant move-in gifts, order holiday gifts and assist with planning of tenant events.
* Coordinate tenant move-ins including disbursement of keys and access cards, establishment of new mail service, walk-through and all other tasks as required.
* Coordinate tenant move-out procedures.
* Welcome visitors and clients in a professional, courteous and helpful manner.
*Update telephone system with appropriate greetings
*Schedule any maintenance required for office machines and computers.
*Assist property manager as needed with accruals, monthly reporting, operating budgets and reconciliations.

Required Qualifications :

The ideal candidate will have a minimum 3 years property management experience, and exceptional oral and written communication skills.  Proficient in MS Excel, Outlook and Word and accounting software.  Strong mathematical skills and organization aptitude. Dedication, multi-tasked and attention to detail is required.  Ability to work alone effectively, self-motivate, and project a professional image is imperative; this position is based on-site and the candidate will have primary responsibility for daily operation of the building and tenant interactions.

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