Assistant Commercial Property Manager

Enriching lives through investment and service is the mission at the core of everything we do at Holladay. The Assistant Property Manager supports this mission by working closely with the Property Manager and Portfolio Manager in the day-to-day office duties and management of the commercial real estate properties in their portfolio in accordance with the Company’s mission, vision and objectives.

Essential Duties and Responsibilities include but are not limited to the following:

Tenant Relations:

• Interact and correspond with tenants to address problems or complaints, as it relates to housekeeping, maintenance, leasing or accounting
• Log maintenance work orders; track and follow up with tenant to ensure issue was resolved
• Assist Property Manager with weekly tenant visits as required by client and maintain tenant visit log
• Prepare monthly newsletters and other publications (Fire Plan, Tenant Manual) for distribution.
• Prepare tenant memos, notices and lease correspondence
• Assist in preparation of tenant social events

Facility Management :

• Walk buildings and inspect for maintenance, janitorial & landscape issues
• Walk and inspect vacant suites bi-weekly; complete check list and call in necessary repairs
• Complete monthly building inspections for assigned buildings and place service requests and follow up on completion
• Maintain building signage, order/remove and bill back
• Maintain building access system, handle tenant request for access cards and keys
• Assist Property Manager with construction and interact with contractors for the completion of tenant improvement projects. Prepare specs and obtain bids for building improvements Document incidents and make sure report is routed to all parties

Administrative Responsibilities:

• Responsible for administrative tasks including, but not limited to filing, mailing, ordering office supplies, preparing monthly expense reports for Property Manager and Maintenance Staff, etc.
• Prepare and track all vendor contracts. Maintain current vendor list. Obtain current COI, business licenses and W-9 on all Vendors
• Maintain and keep up to date tenant contact lists and current (COI’s) certificate of insurance
• Update Clients web site monthly with current tenant contact information
• Maintain and keep up to date web base program for building information and preventative maintenance work order system
• Maintain on site lease files

Financial Reporting:

• Prepare monthly budget variance reports for assigned buildings for the Property Manager’s review
• Assist Property Manager with placing calls to tenants regarding collection of past due rents on the 10th, 20th and end of month. Produce MRI Aging Report. Correspond with Tenant and update MRI reports
• Assist in budget planning, print reports and obtain bids
• Assist Property Manager with invoices, tenant bill backs, researching invoices, GL coding, etc.
• On a monthly basis, prepare meter reading and tenant bill backs for accounting
• Upload bill backs in the accounting web base program
• Review rent rolls for accuracy and compare with MRI rent roll

Performs other related duties and assignments as required.