Assistant Property Manager

Principal Objective of Position:                                                                                                     

The Assistant Property Manager is responsible for supporting the Property Manager in overseeing the daily operations related to all assigned medical office buildings. This includes managing vendor relationships, ensuring regulatory compliance, maintaining property standards, and providing excellent service to tenants, staff, and clients. The Assistant Property Manager plays a crucial role in ensuring the efficient and safe operation of healthcare facilities while maintaining high levels of tenant satisfaction and safety.

Essential Functions:                                                                                                                        

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned.  Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

• Support the Senior Property Manager in managing day-to-day operations, including but not limited to:
  • preparation of monthly property rent rolls, and owner specific monthly financial reporting packages
  • completion of tenant check-ins/visits and weekly, monthly, quarterly, or annual property inspections, as directed.
  • assist in collection efforts and coordination of default proceedings.
  • Compilation of AR notes for manager review.
• Assist with the coordination of vendor services, including contract management, ensuring vendors meet performance expectations, and managing invoices.
• Act as a point of contact for tenants, responding to inquiries, addressing concerns, and ensuring high tenant satisfaction and compliance with facility policies.
• Assist in the administration of leases, including reviewing tenant compliance, preparing lease documents, and assisting in lease renewals.
• Assist with audits and property inspections as required.
• Assist the Senior Property Manager in preparing and managing operating and capital budgets, tracking expenses, and preparing monthly financial reports.
• Assist with CAM reconciliations.
• Participate in internal department leasing meetings and ensure effective communication between leasing and property management team members.
• Participate in emergency preparedness and response planning for the property, ensuring safety protocols are followed in emergency situations.

Other Responsibilities:                                                                                                                    

• Assist in special projects related to property improvements or facility upgrades.
• Coordinate tenant events, meetings, or activities that support community engagement within the property.
• Assist with recruitment and training of new team members, as needed.
• Provide administrative support for the Senior Property Manager, including scheduling, correspondence, and documentation.
• Perform client specific duties as needed, including but not limited to:
  • Assist with audits and property inspections, include sending monthly EVS inspection invites, attending environmental rounding as assigned, entering inspection action items into the work order system or audit software, closing monthly inspection reports and preparing inspection data for use at quarterly committee meetings
  • Manage door schedules
  • Act as point of contact for furniture requests
  • Work with Senior Property Manager on requests related to Physician and hospital staff office relocations
• Other duties as assigned.

Education and Experience Required:                                                                                           

• High School Diploma or equivalent combination of experience and education.
• Minimum 2 years of experience in healthcare or commercial or large-scale residential property management.
• Experience with leasing, maintenance, and tenant relations is required.

Knowledge, Skills, and Abilities Required:                                                                                  

• Knowledge of property management processes, lease agreements, and building maintenance protocols.
• Knowledge of finance and building operations processes.
• Familiarity with healthcare facilities and associated regulatory requirements (such as HIPAA, OSHA, accreditation, etc.).
• Strong organizational, communication, and problem-solving skills.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook) and property management software.
• Ability to prioritize tasks, manage multiple projects simultaneously, and work effectively both independently and as part of a team.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Preferred Qualifications:                                                                                                                 

• Associate’s degree or greater in real estate, property management, finance, or related field.
• Familiarity with property management software such as Yardi, MRI, or similar systems.

Work Environment:                                                                                                                          

This position will primarily be performed in a medical office building with little to no exposure to the elements.  There may be times when work requires you to travel between buildings or to be outside for events.  In these situations, you may be exposed to the elements for a period.  While the work environment is generally safe, the role may occasionally involve exposure to maintenance areas where minor hazards may be present, such as cleaning chemicals or equipment. Adherence to safety protocols is always required.  The position requires regular and prolonged use of office equipment including a computer and keyboard.  The ability to sit or stand for extended periods will be necessary.  Occasional walking, standing, and lifting to 25 pounds is required.