The assistant property manager administrative person plays an important role in assisting the property manager but also works independently. They must have the ability to be extremely focused, detailed, organized and dedicated to aide our management, development, leasing, maintenance and accounting teams. Professional appearance and demeanor required to deal with bankers, contractors, investors, real estate agents, etc. Professional letter writing and English/grammar skills are very important. Good working knowledge of Word and Excel is a must. High energy, self-motivated, disciplined person who likes to work with many different people and trades. Must be organized and have good follow-through skills.
The job duties of the assistant property manager will, in part. include:
Scheduling appointments with tenants, contractors, vendors, insurance inspectors, etc.
Front-line phone work; answering tenant calls, reporting roof leaks, answering questions about rent, evaluating special events requests, requests for banners, many other issues.
Maintain well organized lease files.
Obtain bids and coordinate solicitations with contractors for repairs, service contracts and in some cases for new construction.
Handle tenant and landlord issues regarding deed restriction issues; tenant compliance and landlord understanding of citation and required work.
Preparing work orders, following up with work orders to make sure the work order was completed with tenant / vendors.
Collecting and approving the accuracy of insurance certificates for tenants and vendors.
Tracking lease renewal dates, insurance expiration dates, return of executed documents, etc.
Preparation of default letters, reviewing delinquencies and contacting tenants to collect rent payments.
Prepare lease assignments, estoppels, SNDA’s, acceptance of premises, welcome letters, lease abstracts and other lease related documents.
Month end reporting; prepare month end narrative reports and aide in processing each property report to accounting and distribution to lenders, co-partners and others.
Occasional visits to properties to inspect conditions, meet with tenants, deliver and collect executed documents.
Maintain filing systems – organize property files and assist with accounting files
Accounts payable - may review invoices, match up to work orders, approve and submit to accounting.
Prepare landlord waivers and vendor release of lien documents.
Being a Texas Notary is a must but if not one currently, a notary can be applied for after being hired.
Other miscellaneous documentation responsibilities: billing adjustments, security deposit refund, move-out forms, invoicing special services, schedules for closings.
Being a Texas licensed real estate agent is a great bonus and allows for more freedom in the job.
About Vista Management Company
Thirty-five year old real estate development and management company.