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Assistant Property Manager

Location : Palo Alto, CA
Job Type : Direct
Start Date : 05/21/2018
Hours : Full Time
Required Years of Experience : 3+
Travel : No
Relocation : No

Job Description :
RETS Associates, on behalf of our client, a privately held family owned and operated commercial real estate company, is seeking an Assistant Property Manager (APM) in Palo Alto.  The APM will assist the property management team on a diverse commercial portfolio throughout the Bay Area. This position will report to the Senior Property Manager.

Responsibilities will include, but are not limited to, the following: 

*Oversee all aspects of property management for the assigned properties in the Bay Area/Silicon Valley
* Monitor tenant receivables including rent charges, responding to tenant inquires, rent collection, miscellaneous billings and delinquency reporting.
* Manage the preparation of and give approval on accurate tenant billings.
*Follow up on all delinquencies and provide current receivable reporting to Managers on a weekly basis.

*Generate demand letter, late fee notice and 3-day notice and deliver standard correspondence to address delinquencies.
*Responsible for preparing and generating annual budget including gathering bid proposals for potential work to be performed.

*Assists Property Managers for CAM Estimates and Reconciliations for all properties

*Develop and maintain a master list of capital expenditure plan in accordance to PCA report

*Assist in preparation of draw requests to lenders

 *Produce vendor repair agreements, maintain vendor files, supervise vendors as requested and monitor vendor insurance.
*Review lease abstracts for new tenant files, review monthly rent roll for accuracy and provide to the appropriate PM for review and approval.
*Accurately compose own correspondence and expense spreadsheet documents as needed.

*Assist PA to prepare and send property notifications, tenant correspondence and property related announcements

*Manage tenant service programs, solicit feedback, and adjust as appropriate

*Dispatch service calls and follow-up to ensure satisfactory completion.

*Review and manage the closing of work orders with PA

*Maintain regular contact with tenants to ensure their needs are being met in timely manner.

*Perform regular property inspections of the assigned properties to ensure the property appearance and function meets company standards
*Prepare periodic inventory of building contents or supplies, provide appropriate follow-up and assign work to service providers and/or facilities as needed.
*Set up and maintain tenant lease files, tenant files, track tenant insurance certificates.
*Responsible for managing and tracking vendor and tenant certificates of insurance.

* Assist with updating and maintaining emergency contact list/plan and assist on ordering tenant holiday gifts.

* Coordinate and assist tenant move-ins including disbursement of keys and/or access cards, move in check list inspection, establishment of new mail service, walk-through and all other tasks as required.
* Coordinate tenant move-out/in procedures.

*Work closely with Asset/Senior Manager, Leasing brokers to facilitate new leases, renewals and expansions

* Establish and maintain stacking plan for the assigned properties and as requested

*Work with Senior Manager to identify and execute major repair, maintenance, and upgrade projects.

*Assist Managers of dispositions and acquisitions to transition properties for management

* Assist front desk coverage or phone coverage as necessary.
*Assist property managers as needed with monthly reporting, operating budgets and reconciliations.

*Train and manage Property Administrator and assist with the day to day operations

*Additional job responsibilities as assigned.

Required Qualifications :

Required Qualifications


The ideal candidate will have a minimum 3 years commercial property management experience, strong organizational skills, exceptional oral and written communication skills.  Proficient in MS Excel, Outlook, Word and Yardi 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; The candidate will have primary responsibility for daily operation of the properties and tenant/vendor interactions. This position will report to the Senior Property Manager.
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