Assistant Property Manager

Location:
Philippines

Engagement Type:
Full-time

Working Hours:
12:00 AM – 9:00 AM Philippines Time

adams
bridge is seeking an experienced Assistant Property Manager for outsourced services in the Philippines.
This role involves comprehensive property management tasks, ensuring efficient operation, tenant satisfaction, and accurate documentation.

Essential Duties and Responsibilities

New Property Setup:

• Create new property profiles across all platforms.
• Develop and circulate property setup forms for approval based on acquisition data.
• Generate new property codes in Yardi using the approved setup forms.
• Add new properties to Commercial Café and update attributes in Yardi 7S.

Documentation and Reporting:

• Print and update PDFs of certified rent rolls and tenant contact lists quarterly.
• Upload lease documents to Lease Manager within 48 hours of receipt and notify the team.
• Save all relevant documentation to the appropriate electronic storage locations.

Tenant Relations and Services:

• Respond to tenant requests and manage scheduling of tenant appreciation events.
• Handle urgent building matters such as HVAC issues, leaks, and fire safety concerns.
• Maintain up-to-date tenant contact lists and ensure accuracy for Commercial Café invitations.
• Send welcome emails to new tenants and manage the signage request process.

Vendor Management:

• Enter new vendors into Yardi, secure W9s, and provide new vendor codes to accounting.
• Monitor vendor Certificate of Insurance and assist vendors with Vendor Café account setup.
• Act as the main point of contact for all vendor inquiries and coordinate vendor access.

Lease and Move-Out Processes:

• Create and process rent roll change forms for new leases.
• Reach out for previous month move-outs and create move-out forms, uploading them to Lease Manager.

Financial and Utility Management:

• Calculate utility usage based on prorated shares and submeter readings.
• Download and upload utility invoices to Yardi, and assist in workflow as needed.
• Monitor and update invoice queues, and manage exceptions and credits as requested.
• Utilize a utility tracker to keep comprehensive records of all utility accounts, including water, electricity, gas, and other relevant services. Regularly update the tracker to ensure accurate tracking and reporting.
• Upload all utility and HOA invoices to Payscan for payment processing. Ensure that invoices are accurately entered and processed timely to avoid late fees and service disruptions.
• Ensure all critical utility payments are set up on autopay to streamline the payment process and avoid missed payments. Collaborate with accounting to verify that autopay settings are correctly configured and functioning.
• Add new utility accounts to vendor portals promptly after acquisition or service initiation. Work with accounting to set up autopay for new utility accounts to ensure seamless and timely payment of all utility bills.
• Verify the details on each invoice against utility tracker records and resolve any discrepancies with utility providers as necessary to maintain accuracy and avoid errors.

Compliance and Risk Management:

• Ensure properties comply with relevant regulations and company policies.
• Manage our COI platform, Jones. APMs will be responsible for getting new tenants compliant and building new properties at acquisition. Escalate to the PM after 3 attempts to resolve with the tenant directly.
• Coordinate access for inspections and manage tenant notifications regarding onsite access.

Additional Responsibilities:

• Create AIA contracts for Make Ready projects and other assigned projects.
• Download and manage Home Depot and Sherwin Williams invoices.
• Perform other duties as agreed upon by the client and the company.

Performance Metrics

Performance metrics ensure that all tasks, especially urgent tenant and property issues, are handled promptly and accurately. These metrics also focus on maintaining high tenant satisfaction, ensuring regulatory compliance, and streamlining processes to enhance operational efficiency and reduce costs. Regular updates on property management tasks and issues are provided to our client, along with detailed reports on financial performance, tenant satisfaction, and operational metrics. Open communication lines are maintained with all stakeholders, including tenants, vendors, and internal teams, to ensure transparency and efficiency.

• Timeliness:
  All tasks, especially urgent tenant and property issues, are handled promptly.
• Accuracy:
  Ensure all data entries, documentation, and reports are accurate and up-to-date.
• Tenant Satisfaction:
  Maintain high tenant satisfaction through effective communication and service.
• Compliance:
  Adhere to all regulatory requirements and company policies without fail.
• Efficiency:
  Streamline processes to enhance operational efficiency and reduce costs.

Reporting and Communication

• Regularly update client on the status of property management tasks and issues.
• Provide detailed reports on financial performance, tenant satisfaction, and operational metrics.
• Maintain open lines of communication with all stakeholders, including tenants, vendors, and internal teams.

Working Hours:

U.S. Pacific Time hours (9:00 AM - 6:00 PM PST / 12:00 AM - 9:00 AM Manila time)