Job Description

Assistant Property Manager

Direct Hire; $90K - $100K plus bonus

San Francisco, CA 94104

***Interested candidates MUST have a minimum of 4 years’ COMMERCIAL REAL ESTATE experience, preferably managing class A high rise office buildings. Residential Real Estate experience will NOT be considered. ***

Job Summary

The Assistant Property manager plays a crucial role in supporting the General Manager of the property, by providing comprehensive clerical and administrative assistance, with a strong emphasis on accounts receivable and accounts payable functions . This position is essential for maintaining financial accuracy and tenant relations within the property. Primary duties include assisting with the property’s operations to maximize performance by ensuring accurate billing and collection of revenue, the efficient management of expenses and repairs, minimizing liability, the administration of lease terms, providing accurate and timely reports, and maintaining a strong relationship with clients, tenants, and vendors.

JOB QUALIFICATIONS

• Your Experience - Minimum of four (4) years in commercial office building management. (preferably managing Class A High Rises)
• Industry Knowledge - Strong understanding of commercial office leases, operating expense recoveries and ability to partner with brokers on leasing activity for property.
• Software Knowledge – Proficient with Yardi Voyager. A strong understanding of Microsoft Office Suite including Word, Excel, Outlook, and Teams, Adobe Acrobat Pro.
• Communication – Strong written and verbal ability to communicate effectively to tenants, vendors, contractors, brokers, and interdepartmental to convey team goals. Effective ability to present information and respond to questions presented by leaders, clients, and the public.
• Your Cultural Traits - Although we're a highly dispersed organization by the nature of our business, our employees are strongly united by Purpose, Mission, and our Cultural Traits. These are the defining characteristics of a team member here at BPG: Team Oriented, Communicator, Entrepreneurial, Passionate, Self-Starter, Creative, Principled, and Brand Ambassador.

Job Responsibilities

1. Tenant Relations - Handle responses to tenant requests and complaints, establishing and maintaining positive landlord/tenant relationships.

2. Financial Oversight - Review the rent roll, commercial billing, and lease files in Yardi for accuracy on a monthly basis, ensuring all financial data aligns with tenant agreements.

3. Vendor Management - Gather and input all vendor information into Yardi. Review, code, and process invoices in the accounting system, ensuring timely payment and accuracy.

4. Accounts Receivable - Apply daily cash receipts to tenant accounts, actively following up to expedite the collection of all accounts receivable. Collaborate with the Property Manager to address any collection issues.

5. Billing and Statements - Assist in the preparation of tenant statements that include bill-back charges for utilities, HVAC, keys, and more. Generate and provide a commercial billing report for the Property Manager’s review.

6. Contract Management - Assist in soliciting bids from vendors and awarding contracts for services. Maintain a thorough understanding of all vendor contracts and ensure compliance with terms.

7. Tenant Directories and Signage - Maintain current tenant directories, suite signs, and approve graphics for the building and tenants to ensure clear communication.

8. Property Inspections -Conduct regular tours of the building, grounds, parking garage, and tenant offices. Prepare quarterly property inspection reports, including night-time assessments.

9. Janitorial Coordination - Coordinate janitorial duties and address complaints with the night supervisor of the cleaning contractor. Implement an ongoing program for building maintenance and cleanliness, assigning tasks as necessary.

10. Security Oversight - Coordinate security duties and complaints with the relevant supervisor. Review and approve security instruction manuals detailing emergency systems and procedures.

11. Lease Preparation/Management - Maintain a working knowledge of lease agreements and manage related documentation effectively. Prepare leases, amendments, lease abstracts, and related materials for commercial tenants, ensuring all documentation is accurate and compliant.

12. Administrative Support - Perform miscellaneous administrative tasks for the General Manager and other staff, including correspondence management, filing, shipping preparation, and office supply maintenance.

13. Budgeting and Reporting - Assist in the preparation of the annual operating budget and business plan, as well as the monthly financial reporting package.

14. Emergency Procedures - Keep the Emergency and Evacuation procedures updated and communicate these to tenants to ensure safety and compliance.

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