Assistant Property Manager

About the role

Job Description:

As an Assistant Property Manager at Thomas Park Management, you will play a pivotal role in ensuring the efficient operation of our portfolio. This position combines customer service excellence, property management, and a strong emphasis on innovation and process improvement. The position reports directly to a Property Manager.

Key Responsibilities:

• Customer Service Excellence: Provide exceptional customer service to tenants, addressing inquiries, concerns, and requests promptly and professionally. Oversee maintenance of work order and purchase order systems.

• COI Management: Oversee the collection and management of Certificates of Insurance (COIs) from tenants and vendors, ensuring compliance with company policies.

• Process Implementation: Identify areas for process improvement and implement efficient workflows to enhance property management operations. Update and maintain office procedures in the Property Operations Procedure Manual under the direction of the manager.

• Building Testing: Coordinate and oversee regular building testing, inspections, and maintenance activities, ensuring compliance with safety and regulatory standards.

• Tenant Relations: Build and maintain strong relationships with tenants, addressing their needs and fostering a positive tenant experience. Also responsible for ensuring tenant information within the database is current and up to date.

• Collaboration: Work closely with the property management team, vendors, and maintenance team on several projects and process implementation initiatives.

• Reporting: Prepare and present regular reports on property performance, maintenance activities, and tenant interactions.

• Administrative: Provide full administrative support, including phone support, typing, reports, filing, and distribution of correspondence. Ensure all property files are prepared and maintained in an orderly and logical manner, including leases and contracts.

• Contracting: Prepare service contracts under the direction of the Property Management team. Supports team in performance oversight of all service contractors who perform contract services.

• Accounting: Ensure invoices are processed in accounting with appropriate back-up and according to established procedures. Assist with above-standard tenant bill-backs for electrical usage, after-hours HVAC, and other similar charges to ensure they are processed in a timely manner.

• Property: Occasionally participate in property inspections with janitorial and landscape providers and any other service provider as directed by the manager.

Qualifications:

• Bachelor's degree in a related field (Commercial Real Estate, Business, or similar) preferred but not required.

• Previous experience in property management or a related role is a plus.

• Previous experience in medical property management is a plus.

• Strong communication and interpersonal skills.

• Demonstrates initiative and reflects a sense of urgency in daily duties by meeting or improving upon deadlines.

• Proficiency in property management work order software (such as Yardi Facilities Manager, Corrigo (or Building Engines) is a plus. Microsoft Office Suite proficiency required.

• Proven ability to implement innovative solutions and streamline processes.

• Detail-oriented with excellent organizational skills.

• Knowledge of building testing and safety protocols is a plus.

Benefits:

• Competitive salary and benefits package.

• Opportunities for professional growth and development.

• A collaborative and innovative work environment.

• Contribution to a growing and dynamic property portfolio.