Description

Enriching lives through investment and service is the mission at the core of everything we do at Holladay. The Assistant Property Manager supports this mission by working closely with the Property Manager and Portfolio Manager in the day-to-day office duties and management of the residential real estate properties in their portfolio in accordance with the Company’s mission, vision and objectives.

Essential Duties and Responsibilities include but are not limited to the following:

Tenant Relations:

Interact and correspond with tenants to address problems or complaints, as it relates to housekeeping, maintenance, leasing or accounting
Log maintenance work orders; track and follow up with tenant to ensure issue was resolved
Assist Property Manager with weekly tenant visits as required by client and maintain tenant visit log
Prepare monthly newsletters and other publications (Fire Plan, Tenant Manual) for distribution.
Prepare tenant memos, notices and lease correspondence
Assist in preparation of tenant social events

Facility Management:

Walk buildings and inspect for maintenance, janitorial & landscape issues
Walk and inspect vacant suites bi-weekly; complete check list and call in necessary repairs
Complete monthly building inspections for assigned buildings and place service requests and follow up on completion
Maintain building signage, order/remove and bill back
Maintain building access system, handle tenant request for access cards and keys
Assist Property Manager with construction and interact with contractors for the completion of tenant improvement projects. Prepare specs and obtain bids for building improvements Document incidents and make sure report is routed to all parties

Administrative Responsibilities:

Responsible for administrative tasks including, but not limited to filing, mailing, ordering office supplies, preparing monthly expense reports for Property Manager and Maintenance Staff, etc.
Prepare and track all vendor contracts. Maintain current vendor list. Obtain current COI, business licenses and W-9 on all Vendors
Maintain and keep up to date tenant contact lists and current (COI’s) certificate of insurance
Update Clients web site monthly with current tenant contact information
Maintain and keep up to date web base program for building information and preventative maintenance work order system
Maintain on site lease files

Financial Reporting:

Prepare monthly budget variance reports for assigned buildings for the Property Manager’s review
Assist Property Manager with placing calls to tenants regarding collection of past due rents on the 10th, 20th and end of month. Produce MRI Aging Report. Correspond with Tenant and update MRI reports
Assist in budget planning, i.e., print reports and obtain bids
Assist Property Manager with invoices, i.e., tenant bill backs, researching invoices, GL coding, etc.
On a monthly basis, prepare meter reading and tenant bill backs for accounting
Upload bill backs in the accounting web base program
Review rent rolls for accuracy and compare with MRI rent roll

Performs other related duties and assignments as required.

Holladay Mission and Values: All associates are expected to live Holladay’s Mission and Values in their everyday interactions with each other, external clients, and stakeholders as defined below:

Mission: Enriching lives through investment and service
ENRICH Values:
Entrepreneurial – We are empowered to dream and take risks, to challenge conventional wisdom and demand continuous improvement, to innovate, create, and inspire change.
Nurture – We encourage and support the growth and development of each other, our clients, and our communities.
Respect - We recognize and acknowledge the inherent value of others.
Integrity – We do the right thing. We exhibit a consistently high moral compass.
Community – We are a family. We have fun, serve others, and freely give of our resources. We recognize our responsibility to make our communities and world a better place.
Health - We support the physical, financial, and professional health and well-being of each other and those we serve.

Compensation:

The Assistant Property Manager compensation will be based on experience and qualifications. This range is subject to local, state and regional dynamics and may be adjusted up or down depending on market conditions.

Supervisory Responsibility:

This position does not have any supervisory responsibility

Promotional Opportunity:

Associates with more than twelve (12) months of service may request consideration to transfer to other jobs as vacancies become available and will be considered along with other applicants. To be considered, Associates must have a satisfactory performance record and have no disciplinary actions during the last twelve (12) months. Management retains the discretion to make exceptions to the policy.

This description is not all inclusive and duties will vary depending on specific property being managed.

Requirements

Qualifications:

College Degree preferred or progressive work experience addition to the qualifications below
Real estate license or ability to obtain license
Front desk or office management experience
Two (2) + years’ experience in commercial real estate environment
Proficient in Microsoft Office Products, Word, Excel and Outlook
Publisher and Digital Camera knowledge helpful
MRI Real Estate Software experience or ability to learn new programs quickly
Desire to pursue CPM designation
Excellent grammar, clear written and oral communications skills are essential
Good phone communication skills
Ability to prioritize, organize and have productive time management skills
Valid Driver’s license, proof of insurance, and clean MVR report

Physical Demands:

Employee is required to walk the premises which can require climbing stairs to inspect stairwells, and be in elevated or high spaces, such as roofs and decking to inspect equipment if necessary
Employee may occasionally be required to lift or move items over 10 pounds
On call 24/7 in emergency situations at properties

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