Industrial Assistant Property Manager
SUMMARY:
This position is primarily responsible for effectively supporting the Property Manager and coordinating people, activities and available resources in order to maximize the property’s successful operations. The Assistant Property Manager will collaborate with leadership on MRP’s goals, annual budget, and related tasks, all while operating independently and being hands-on with necessary responsibilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Core duties and responsibilities include the following. Other duties may be assigned.
Supports all core business processes, including leasing, tenant relations, construction, tenant turnover, maintenance, budgeting, accounts receivable, accounts payable and vendor relations.
Assistant management of 43 commercial Industrial buildings which duties are split between APM and PM along with managing the Office Condo Associations related to the properties.
Answers phone and assists vendors on and off hours (emergency contact) for designated buildings.
Maintains a database of email distribution list of all tenant contacts (including emergency contact list), vendor contacts, contract tracking sheets and cheat sheets for properties.
Completes move-in/move-out inspections with tenants along with tracking and transferring of all utilities in and out of LL names.
Manages the maintenance and assists with leasing of vacant suites to include calculating and tracking lease commissions, tracking, and processing construction invoices and projects.
Responsible for reforecasting as necessary, tenant billings, annual budgets and reconciliations, rent ups, etc.
Manages all tenant, vendor and building files on the network and ensure all documents are saved per company standard.
Uploads and codes all invoices to include setting up new vendors and ensuring all vendors are sending invoices to invoice center, including downloading of all utility invoices for assigned buildings.
Adheres to the accounting deadlines (or deadlines set by company, ownership, or upper management) to ensure that there are no late payments.
Maintains all vendor contracts, COI tracking, POs and bid out work as required by Management or Ownership.
Prepares month-end accounting “closing reports,” and delivers to the property management accounting and ownership, as necessary.
Prepares month end accruals and with researching expense variances to determine the variance report explanations.
Follows through on problems to satisfactory resolution and communicates problems to any necessary party to facilitate resolution.
Work with the Asset Manager, Regional Manager and Property Manager to understand and utilize market information to assist in making strategic decisions for the success of the property while meeting operational goals.
Assists Manager in conducting on-site safety meetings to discuss relevant policies and procedures and other relevant safety topics with all life safety vendors.
Identifies existing and potential barriers to the successful accomplishment of property objectives and utilizing performance data, observation, budgetary and other financial information creates solutions to those problems.
Creates a clear realistic vision for the property and effectively communicate expectations and a direction to the team members.
Participates in regular department meetings to communicate goals, progress toward goals, expectations and identify actions to achieve objectives.
Maintains an awareness of training resources available for personal development.
Sets and upholds high standards of honesty for self and team members.
Able to be trusted with property assets and confidential resident and team member data.
Consistently and effectively communicates with the Regional Manager and Property Manager, and relevant colleagues regarding property performance.
Uses assertive communication techniques when dealing with internal and external customers.
Maintains relationships with residents, associates and vendors on a professional level at all times.
Demonstrates effective problem solving skills
EDUCATION AND/OR EXPERIENCE:
Two (2) to five (5) years of related experience and/or training; bachelor’s degree from four-year college or university preferred; or equivalent combination of education and experience. Proficient in Word and Excel.
PROPERTY LOCATION: Philadelphia, Pennsylvania
While the property is situated in Pennsylvania, the APM will operate from a Washington, D.C. office and will need to undertake occasional travel.
MRP is an equal opportunity employer. Our values center on the notion where we are part of a team that is respectful, where you are appreciated and allowed to be yourself. We recognize that greater diversity in the workforce results in greater profitability and value creation. We help build the communities where people live, and work and we are committed to always do that in a way that celebrates inclusivity.
Reasonable accommodations will be provided in compliance with the ADA and applicable state and local laws.