Commercial - Assistant Property Manager

COMPANY

Dallas-based, privately held commercial real estate development and investment management company with exceptional performance specializing in value-add and opportunistic real estate investments. With an entrepreneurial spirit and proven 40-year track record across several market cycles they have steadily built up a portfolio of 13 million square feet of industrial and office properties and 3,000 multifamily units located nationally.

OPPORTUNITY

The Commercial Assistant Property Manager will be based in our Dallas, TX office. The Assistant Property Manager will provide support to the Property Management Team and will provide first-class property management services and assist in overseeing a portfolio of commercial real estate properties. Day-to-day responsibilities include assistance with issues regarding building/property operations, enhancing tenant relations, vendor scheduling and customer service.

RESPONSIBILITIES

The activities listed here are not all-inclusive; rather, they indicate the types of activities normally performed by this position. The successful candidate will be able to demonstrate core competencies in the following areas:

General Administrative:

• Provide full administrative support to the Property Manager, including phone support, typing reports and letters, filing and distribution of correspondence. 
• Notify Office Manager of department needed supplies via E-mail.
• Create and maintain tenant and vendor contact lists to include emergency contact numbers and email addresses; maintain and update no less than weekly.
• Maintain efficient filing system for property management files.

Accounting:

• Review, code and process property related invoices for payment in a timely manner.
• Obtain completed W-9 forms from all vendors.  
• Process tenant bill-backs and create invoices for tenants.
• Complete tenant account/ledger reconciliations as requested.
• Run Aged Receivable reports every 5 days and on the 15th of every month to review for late fees and submit Property Manager approved late fees to Accountant.
• Request status of outstanding balance from tenants.
• Run Aged Receivable reports on the 25th of every month to review for delinquency and send Demand/Default notices as approved by Property Manager.
• Process security deposit refund forms as requested by Property Manager.
• Assist Property Manager with reclasses and accruals monthly.
• Assist Property Manager with the quarterly reporting requirements. This may include the assembly of the final, electronic report and distribution to investors.  
• Assists Property Manager with annual estimates and reconciliations of Operating Expenses.
• Assist Property Manager with budget process including the collection and organization of budget materials.

Customer Service/Tenant Management:

• Develop and maintain a point of contact with each tenant in order to understand and assist with their business objectives, as it relates to their space needs. 
• Provide tenant services in a proactive manner for meeting tenant requests within their premises and the buildings’ common areas, in accordance with lease agreements. 
• Promote goodwill, provide high-quality service, and implement tenant retention practices.
• Lease administration and regulatory compliance, including abstracting leases and inputting into MRI. 
• Serve as liaison between Landlord and Tenant with regard to each party’s compliance with all provisions of the lease.

Property Management Operations:

• Directly involved with the office and property day to day operations.
• Field tenant maintenance calls.
• Coordinate tenant maintenance/repair requests with appropriate vendors and notify tenant of proposed solution.
• Provide support to Property Manager for special projects and gathering of portfolio wide information, ie: acquisitions, dispositions.
• Assist Property Manager with the review and maintenance of Certificate of Insurance reports to ensure insurance requirements are met for: Tenants, Contractors, Vendors, and Suppliers.
• Manage lease compliance enforcement procedures as directed by Property Manager, ie: notices, tracking, and follow up.
• Assist Property Manager in creating vendor contracts using standard form for all recurring service vendors and construction related projects.
• Assist in the Request for Proposal (RFP) process for utility contracts, annual service contracts, etc.
• Create and set up Tenant Lease files (hard copy and electronic copy) upon receipt of final documents, and print lease abstract form from MRI for review.
• Review Lease document for maintenance obligations or special terms and discuss with Property Manager for appropriate action.
• Manage utility accounts and transfers for house meters, vacancies, new tenants, clean & show permitting, acquisitions and dispositions.
• Other duties may be assigned.

• A Future Leader: 3+ years industrial/commercial property management experience and a desire to grow in your career.
• Lifelong Learner: You learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks. 
• People Whisperer: You have a knack for building relationships, whether it’s with your tenants or trusted vendors. 
• Tech-Savvy: Comfortable with MRI and Avid Xchange software programs, and Microsoft Office Suite.
• Organizational Expert: You use your time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.
• Written/Oral communications – ability to speak and write clearly and concisely, get messages across that have the desired effect. 
• Commercial Real Estate Experience required  
• Microsoft Office proficiency 
• Bachelor’s Degree preferred
• MRI experience a plus

COMPANY INCENTIVES & PERKS

• Health, Vision, Dental & Life Benefits
• 20 PTO days annually plus 10 company paid holidays
• EPU Program: piece of the pie profit share
• E-Shares: Employee offered direct investment opportunities
• 401k benefits
• Casual dress code
• Robust company holidays events calendar, employee appreciation events and more!