Assistant Commercial Property Manager

Job DescriptionJob Description

Job Statement – Main purpose:
As an Assistant Property Manager, you will collaborate closely with the Property Manager to oversee the day-to-day operations, including financial performance of the portfolio, lease administration, and oversight of administrative functions. You will act as a liaison between the Property Coordinator and Property Manager to ensure efficient communication, workflow, and execution of property management tasks.

Financial & Accounting Support

• Accurately code invoices to appropriate expense accounts, research and resolve variances, ensure accuracy, and obtain lien releases as required.

• Prepare, review, and analyze monthly financial statements and explain variances in expenses, rent collections, and other key financial metrics to Property Manager and ownership.

• Collect and input gross sales figures from retail tenants to calculate percentage rent accurately and reconcile discrepancies as needed.

• Assist with preparation and review of annual operating budgets, capital expenditures and annual CAM reconciliations.

• Review monthly scheduled charges prior to billing and Property Manager review.

Lease Administration & Tenant Relations

• Prepare tenant lease abstracts for Property Manager review, bill backs, rent adjustments, and other miscellaneous tenant account updates.

• Review tenant aging reports, make collection calls, and draft 3-Day notices at the direction of Property Manager.

• Support tenant retention by tracking lease expirations and proactively communicating with Property Manager on renewal options.

• Track tenant improvement allowances and annual rent increases to ensure accurate accounting.

• Conduct tenant walk-throughs and assist with move-in/move-out inspections.

Property Operations & Vendor Management

• Obtain multiple vendor Request for Proposals (RFPs) to ensure competitive pricing and quality.

• Review vendor proposals and recommend qualified vendors based on cost and experience for Property Manager review and approval.

• Serve as the primary contact for vendors during project execution, addressing questions, resolving issues, and facilitating approvals.

• Schedule miscellaneous service requests with vendors and ensure timely completion.

• Participate in property site visits as directed by Property Manager to coordinate vendor services and oversee project progress.