Assistant Property Manager

7 days ago

Remote, Philippines NarraSoft Full time
 We are seeking a detail-oriented and highly organized Assistant Property Manager to support the day-to-day operations of our commercial property management team. The ideal candidate will handle communication, coordinate work orders, manage property management software, and ensure smooth operations through timely completion of administrative tasks. This role requires excellent multitasking abilities, strong communication skills, and a commitment to providing exceptional service to tenants and vendors.

Daily Tasks:
  •  Inbox Management: Monitor and manage email inboxes for property management-related inquiries.
  • Work Order Coordination: Oversee Building Engines, assigning and tracking work orders, and liaising with Project Managers and Building Engineers.
  • Mail Handling: Open, date stamp, distribute, and file incoming mail; notify team members of urgent deliveries.
  • Invoice Scanning and Filing: Confirm no duplicate invoices, scan to Avid, and maintain accurate records.
  • Avid Coding: Code invoices weekly before the Tuesday noon deadline.
Weekly Tasks:
  • Accounts Receivable Reports: Prepare and send late notices to tenants (on the 6th, 11th, and 21st of each month) as directed by the Project Manager.
Monthly Tasks:
  • Credit Card Reconciliation: Manage and submit CCG PM Visa bills, including distributing, coding, and creating expense summaries.
  • Owner Reports: Assemble and bookmark monthly reports (due between the 10th-20th)
  • Certificate of Insurance (COI) Management
  • Tenant COIs: Follow up with tenants who haven't submitted COIs by the 10th.
  • Vendor COIs: Run reports for expiring COIs and notify vendors. Ensure invoices are not paid without a valid COI.
  • Energy Star Data Entry: Input required data to maintain compliance.

Ongoing Responsibilities:
  • Maintain and update Property Books, tenant contacts in Outlook, Yardi, and other relevant systems.
  • Draft and manage tenant correspondence (e.g., welcome letters, key forms, gym waivers).
  • Prepare and track purchase orders (POs) and contracts; maintain the PO log.
  • Assist with Yardi updates, including new leases and amendments.
  • Coordinate tenant events and assist with move-ins and move-outs.
  • Manage access systems and common area conference room scheduling.
  • Follow up with vendors regarding billing issues, late fees, and other concerns.

Qualifications:
  • Experience: 2+ years in property management, real estate, or a related administrative role.
Skills:
  • Proficiency in property management software (e.g., Building Engines,Yardi, Avid).
  • Strong organizational skills and attention to detail.
  • Excellent verbal and written communication abilities.
  • Ability to multitask and prioritize in a fast-paced environment.
  • Proficient with Microsoft Office Suite (Word, Excel, Outlook).

Preferred Skills and Competencies:
  • Familiarity with vendor management and compliance.
  • Knowledge of commercial property management practices and procedures.
  • Ability to work collaboratively with cross-functional teams.

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