Assistant Property Manager - Retail Commercial Real Estate
3 days ago
Chino
Job Description PrideStaff is seeking an Assistant Property Manager for a retail commercial real estate portfolio. The ideal candidate will be a detail-oriented individual with exceptional organizational skills and a strong background in administrative tasks, tenant and vendor interaction, documentation and compliance, lease management, and property maintenance and management. The Assistant Property Manager will play a crucial role in supporting the Property Manager and ensuring the efficient operation of our clients' properties. Key Responsibilities: Property Management Support: • Assist the Property Manager in overseeing the day-to-day operations of commercial retail properties., • Utilize Yardi property management software to maintain accurate and up-to-date property records, including leases, tenant information, financial data, and maintenance records., • Generate and distribute reports as needed, using Yardi software to track property performance metrics., • Troubleshoot service calls, addressing tenant concerns promptly and efficiently., • Coordinate sending ACH and W-9 information to tenants upon request, ensuring compliance with regulations., • Generate aging detail reports, identifying delinquent tenants, and provide insightful comments for Property Manager review., • Support Property Manager with late fee reports and billing tasks in Yardi property management software., • Assist the Property Manager with budgeting tasks and inputting data into Yardi for financial analysis., • Serve as a primary point of contact for tenants, addressing inquiries, concerns, and requests in a timely and professional manner., • Coordinate lease renewals, lease amendments, and tenant move-ins/outs, ensuring all documentation is accurate and up-to-date in Yardi., • Engage in tenant rent collection through emails and phone calls, maintaining professional communication., • Serve as the primary point of contact for all tenants, vendors, visitors, and other stakeholders., • Prepare tenant billbacks for management approval and maintain accurate records of billbacks., • Maintain tenant contact information for emergencies, accounts payable-related matters, and lease-related matters., • Maintain active correspondence with tenants, lease administrators, accounting clerks, and managers regarding accounts receivable and other matters., • Assist tenants with maintenance/service calls by coordinating with appropriate contractors, obtaining estimates, preparing contracts, and processing invoices., • Work closely with vendors and contractors to coordinate property maintenance and repairs, utilizing Yardi to track work orders, invoices, and vendor performance., • Maintain active communication with day porters, security officers, and engineers to ensure smooth property operations., • Assist in budget preparation and financial forecasting for assigned properties, utilizing Yardi to track expenses, income, and variances., • Prepare lease amendments, assignments, and license agreements for the manager's review and modification, ensuring compliance with lease terms and regulations., • Review broker commissions and ensure accuracy of commission calculations., • Acquire monthly/annual gross sales reports from tenants and maintain accurate records of sales data., • Prepare "welcome" packets for new tenants and assist with utility transfers as needed., • Maintain lease files and documentation in Yardi, ensuring accuracy and compliance with lease terms and regulations., • Conduct regular property inspections to assess maintenance needs, safety hazards, and overall property condition., • Perform tenant interviews to evaluate operational concerns, identify property-related issues, and assess rent payment status and delinquencies., • Analyze security reports for actionable items, ensuring a safe and secure environment for tenants and visitors., • Manage and maintain organized records, including tenant contact lists, vendor directories, and supporting documentation, ensuring data accuracy and accessibility within property management systems such as Yardi., • Issue notices to tenants regarding scheduled work on-site, lease violations, accounts receivable, and reporting., • Update vendors with bill payment status and maintain organized vendor files., • Acquire tenant and vendor Certificates of Insurance (COIs) and verify insurance coverage according to landlord requirements., • Update tracking systems and upload COIs to shared drives for easy access., • Code all incoming utility bills and vendor bills accurately for proper accounting., • Assist with monthly reporting, budgets, and CAM reconciliations as assigned., • Prepare service agreements for recurring or one-time projects and maintain accurate records of agreements., • Prepare property safety inspection reports and ensure compliance., • Always act as a substitute for the Property Manager, especially during emergency on-site visits and move-out inspections., • Maintain all tracking platforms and mechanisms as required by the manager, ensuring accurate and up-to-date records., • Bachelor’s degree in Business Administration, Real Estate, Finance, or a related field preferred., • 2–5+ years of experience in commercial property management, leasing, or real estate operations., • Proficiency in property management systems (e.g., Yardi required; MRI or similar platforms a plus)., • Strong understanding of commercial real estate principles, lease administration, CAM reconciliations, and tenant relations., • Experience with accounts receivable tracking, rent collections, and basic financial reporting preferred., • Strong communication and interpersonal skills, with the ability to effectively interact with tenants, vendors, brokers, and internal stakeholders., • Proven ability to prioritize and manage multiple tasks in a fast-paced, deadline-driven environment., • Highly detail-oriented with strong analytical, organizational, and problem-solving skills., • Proficiency in Google Workspace (Gmail, Docs, Sheets, Meet, Chat) and project management tools such as Monday.com (or similar platforms), • Familiarity with maintenance coordination, work order systems, and vendor management., • Knowledge of construction terminology and building systems (HVAC, roofing, electrical) is a plus., • Professional, proactive, and able to work independently. Company DescriptionBenefits with PrideStaff: Competitive pay Comprehensive benefits package Health Benefits Paid Holidays after 1500 hoursBenefits with PrideStaff:\r\n\r\nCompetitive pay\r\nComprehensive benefits package\r\nHealth Benefits \r\nPaid Holidays after 1500 hours