Assistant Property Manager

Job description

The Assistant Property Manager (APM) functions as a key member of the management team of the specific asset(s) under management.  As one of the lead professionals, the APM is responsible for all aspects of client and tenant satisfaction.  Of specific importance is achieving stated financial results (NOI and cashflow) and operating objectives (system enhancements, tenant satisfaction, operating expense control, etc.). The APM will report either to a General Manager or a Group Manager.

The APM is responsible for working directly with the client to ensure a thorough understanding of its investment objectives and the development of acceptable property-specific strategic plans and operating and capital budgets.  Once developed, the APM must oversee the implementation of approved initiatives and programs by managing and coordinating the efforts of the property team (e.g. leasing specialists, vendors, contractors, and building employees).

The APM is responsible for the management, supervision, and professional development of all building personnel (e.g., engineering staff, Property Administrator, etc., if applicable). 

ESSENTIAL DUTIES and RESPONSIBILITIES include the following. Other duties may be assigned.

Establishes written goals and objectives for employees directly reporting to assistant general manager.  Conducts periodic formal and informal performance evaluations for those employees. 

Prepares the final budget documentation (i.e., explanatory notes.)  Plans and administers budget for the office building(s). 

Inspects facilities and equipment to determine extent of service and equipment required.  Recommends, justifies, develops and coordinates projects that enhance the value of the office buildings.

Works with Building Engineer to assign employees to duties such as maintenance, repair, or renovation and obtains bids for additional work from outside contractors, pursuant to client and Jones Lang LaSalle guidelines.  Reviews construction specifications or plans, obtaining advice from the Building Engineer, and/or engineering consultants.

Supports Leasing Specialist and is responsible for tenant lease administration process, including lease abstraction. Maintains intimate knowledge of lease agreements; ensures compliance from an accounting standpoint and acts upon from an operations point of view. 

Works with Client Accounting Services (CAS) in Westmont to manage the accounting process and directs on-site bookkeeping functions and collection process. 

Assist CAS in the development of written policies and procedures for tenant rent collections and extension of credit terms to tenants within client parameters.  Participates in second level collection discussions and writes default letters consistent with obligations and rights within the Lease.  Reviews account aging reports to ascertain status of collections and balances outstanding and to evaluate effectiveness of current collection policies and procedures.  With approval from the client, submits tenant accounts to attorney or agency for collection.  Assists with eviction of tenants in compliance with court order and directions from specified attorney and client.

Prepares and/or reviews adjustments to tenant billing process, including calculation of CPI increases escalations, recoveries, special charges, etc.

Arranges for alterations to, or maintenance, upkeep, or reconditioning of facilities as specified in the operating budget, management plan and/or management services agreement and of leased premises as dictated by lessee's agreement.

Employs or contracts for onsite management and engineering personnel, as delineated within the operating budget, management plan and/or management services agreement.  Submits hiring recommendations to General Manager or Group Manager for approval. 

Competitively bids and prepares all service contracts to assure high quality and cost effective services.  Assembles and analyzes contract bids, and submits bids, recommendations and standard form contract agreement to Vice President for execution. Acts as primary contact for service contractors and vendors.  Participates in group bid process as appropriate. 

Maintains role as secondary contact for tenants relative to tenant service requests.  Proactively meets with tenant representatives on scheduled basis.  Communicates regularly with the Property Administrator, providing necessary support and information to this primary tenant contact.

Approves purchases of supplies and equipment for use at managed office buildings.

Prepares financial statements and reports on status of office buildings such as occupancy rates and dates of expiration of leases. 

Prepares financial reports for client on monthly, quarterly and annual basis complying with requirements in management services agreement, with copy to the Group Manager.  Analyzes financial statements to project future financial position and budget requirements.

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