Assistant Property Manager

Assistant Property Manager (On-Site) – Medical Office Building

Reports To

Senior Property Manager

Scope of Responsibility and Authority

The Assistant Property Manager supports the Senior Property Manager in implementing day-to-day policies, procedures, and programs for well-managed medical office buildings. Emphasis is placed on tenant needs, environmental health and safety, quality standards, and alignment with owner goals. Key focus areas include operational management, property maintenance, tenant relations, contract services, coding of invoices, planning, statistical reporting, owner communications, financial management, public relations, training, and personal development in areas like tenant relations, engineering, accounting, security, emergency procedures, regulations, and more.

Key Responsibilities

Operational Management

• Oversee day-to-day operations to maintain quality standards, including fire, life safety, and other safety programs.
• Monitor work orders, preventative maintenance, and trends; recommend action plans for service improvements.
• Inspect properties regularly, coordinate pre- and post-move-in processes, and ensure operational compliance (e.g., vendor contracts, insurance, tenant audits).
• Respond to emergency maintenance or safety calls promptly.

Property Maintenance

• Supervise interior/exterior maintenance programs for optimal conditions and appearance.
• Coordinate repairs, maintenance activities, and vendor work; conduct property inspections for compliance and condition.

Tenant Relations

• Provide positive, prompt responses to tenant requests, concerns, complaints, and needs; conduct tenant outreach and surveys (Kingsley) with action plans.
• Develop/maintain relationships with tenants and decision-makers; attend meetings with Senior Property Manager and key tenants.
• Interview prospective tenants, conduct property tours, process applications, credit checks, reference calls, and help negotiate leases/Amendments.
• Maximize tenant retention, satisfaction, and recoverable income through billing, collections, and delinquency follow-up.

Contract Services and Vendor Administration

• Support selection, negotiation, and monitoring of vendors/service agreements for compliance and performance.
• Review, code, submit/track invoices; prepare purchase orders and service agreements for Senior Property Manager’s approval.

Financial Management and Reporting

• Assist in developing/administering property operating plans, budgets (including 5-year capital plans), and monthly financials.
• Manage day-to-day finances, rent collections, accounts receivable, bookkeeping, tenant billings/notices, and expense tracking.
• Collect/analyze statistical data for property objectives; prepare reports, market surveys (rents, expenses), and profit/loss statements.

Planning and Marketing

• Support property operating plans/budgets subject to Senior Property Manager/Owner approval.
• Create/distribute marketing materials; assist in leasing to meet occupancy goals.

Owner Representation and Compliance

• Maintain effective communications with Owner's Representative and Corporate Controller/s.
• Ensure compliance with municipal/state/federal codes, regulations, landlord-tenant laws, and insurance; update accordingly (e.g., Yardi).

Public Relations, Training, and Additional Duties

• Promote positive image of property/company through participation in meetings, organizations, and activities as approved.
• Participate in training programs; provide on-the-job training for subordinates.
• Use cell phone for emergencies; maintain valid driver's license, insurance, and personal vehicle for work duties.
• Perform duties of Senior Property Manager in their absence; other tasks as assigned (e.g., oversee projects).
• On-site attendance required 5 days/week.

Required Skills and Qualifications

• Strong analytical/problem-solving skills; college degree preferred.
• Proficiency in Microsoft Word, Excel, PowerPoint, Adobe Acrobat, Google Sheets, Smart Sheets, Payscan, Yardi, Elevate and property management software.
• Excellent organizational, communication (verbal/written), interpersonal, and conflict resolution skills.
• Knowledge of industry standards, regulations, budgeting, legal compliance, and sustainability practices.
• Proven experience as Assistant Property Manager or similar role.

• Why you want to join our team
• Our company is deeply committed to the success of our clients and to helping our staff members realize professional and personal fulfillment. We strive to attract the best and brightest people by providing an environment that respects the work-life balance, embraces and effectively manages human differences and promotes thought, creativity, and client service. We offer a number of excellent company benefits including medical, dental, vision, disability, life insurance and 401k plans, along with a generous vacation program.
• Please provide salary history and requirements. We thank all who express interest in this opportunity; however, only those with the background and qualifications we are seeking will be considered.