Job Description

This job is with JLL, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly. Assistant Property Manager Job Summary The Assistant Property Manager (APM) is responsible for providing support to the Property Manager(s) in all areas of management for the assigned properties to include maintenance, tenant relations, collections, monthly reporting, annual CAM/operating expense reconciliation, annual budgeting, risk management, property improvements, preparation of contracts, collection of certificates of insurance, sales collection and accounts payables. The APM must possess strong organizational skills and be able to manage multiple priorities at one time. Job Responsibilities Accounting Assist PM with preparation and submittal of Monthly Reports, Quarterly Reports and Annual Budgets and ensure all deadlines are met as required by client. Annual Budgets, APM to contact utility service providers and contractors to request any proposed rate increase. Follow up with property accountants on Manual Billing Adjustments (or create the MBAs), Manual Tenant Adjustments (or create the MTAs) as needed per modifications. Communicate with Property Accountants and A/R person to ensure all unapplied cash is applied prior to cash cut-off to maximize Property Management fee and ensure accurate statements. Monitor the timeline receipt of rent collections and ensure landlord/tenant statutes are followed. Monthly A/R follow-up as directed by PM. Prepare write-offs on a quarterly basis for PM's review. Prepare annual CAM Estimate letters for PM's review. Review Reconciliations with PM for approval and ensure proper mailing of year-end reconciliations. Work with tenants on questions regarding the reconciliations once mailed and follow up on payments. Prepare annual Reconciliation letters for PM's review. Upload payables, and processing payables in a timely manner. Run JDE reports such as Rent Rolls, AR reports, Renewal Option reports, etc. and post as requested. Upload or download items from Files Anywhere and the Client SharePoint Sites. Collection and entry of sales in the accounting system or excel spreadsheets and running the sales reports. Keep track of Real Estate Taxes due dates; ensure checks are processed and mailed by due dates. Follow up to ensure payments were received and processed by the tax authorities. Prepare bi-annual Real Estate Tax notices to anchor tenants and follow up to ensure payments are remitted in a timely manner. Administrative Support Notify Tenants of all upcoming projects. Maintain an updated Tenant Contact Form (TCF). At minimum, APM to contact Tenants bi-annually to ensure TCF is accurate. Set up new Tenant files and organize per client's instructions including filing and uploading to SharePoint. Mailing/emailing of Tenant statements. Assist tenants with any questions/issues regarding their statement. Prepare letters for new tenants such as Possession letters, Commencement Date Certification, Rent Commencement letters, etc. Prepare and process Vendor Agreements. Set up new vendor files and maintain as required by client. Request new vendor set up and updates. Operations Assist PM with RFP/bidding process for new and renewing contracts. Preparation of vendor contracts, maintain valid contracts and ensure all contracts are updated timely. Assist with tenant issues or maintenance calls including follow up. Maintain/Update Emergency Response Manuals or create for new properties. Maintenance of property books, property information spreadsheets; including tenant contact, vendor Contract Tracking, Vendor COIs, and building contacts. Tenant Insurance tracking in Ebix system or/and in Excel. § Maintain vendor COIs and follow up on those that are not correct, lacking coverage and expiring. Upload all incident reports provided by security and notify PM of all incidents. Prepare incident reports and communicate with the insurance company when needed. Update utility tracking reports. § Assist PM to coordinate tenant improvement and capital projects. Assist with Acquisition and Disposition processes. Leasing Assist PM with uploading LOIs. Direct janitorial team to maintain vacant spaces as needed. Coordinate rekeying of vacant space(s) to master key. Track rollovers/renewing tenants by providing PM with annual rollover notice. Tenant Insurance tracking in Ebix system or/and in Excel. § Maintain vendor COIs and follow up on those that are not correct, lacking coverage and expiring. Skills and Knowledge In-depth understanding of financial aspects of property performance. Strong administrative and organizational skills. Strong time management skills and ability to prioritize wisely. Good understanding of basic accounting practices. Must be customer focused. Basic computer and Internet knowledge. Be able to plan and competency using Microsoft Office, navigating the internet, Yardi, MRI, and general use of personal computer. Learning and Development Commit to ongoing professional development and career growth. License- Willingness to take the necessary classes to achieve a Real Estate License, Real Estate License preferred. Education/training - bachelor's degree or 5 years' property management experience. Years of relevant experience - 3 years' experience in commercial property management. #LI-DNI myGwork

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