Assistant Property Manager

RETS Associates - San Ramon, CA4.3

RETS Associates, on behalf of its Client, an Owner and Operator of office, flex and retail assets throughout California and Western US, is seeking an Assistant Property Manager (APM) for its office and flex portfolio in the East Bay. The APM's primary responsibility is to support the PM in all phases of operation including property maintenance, AP/AR, and assist with capital projects.

Duties and responsibilities

Property Administration and Tenant Relations:
Promote, establish and maintain positive relations with tenants via regular proactive communication, meetings and routine follow-up adhering to company standards. Regularly inform Property Manager of topics discussed and action items to be addressed;

Prepare tenant welcome package and letter for Property Managers signature;

Arrange, coordinate and attend new tenant orientation meetings to review tenant welcome package, move-in requirements, general property information, rules & regulations, etc.;

Assist Property Manager with the development of RFP’s and execution of contracts and purchase orders. Set up job and contract in Yardi Construction Module;

Regularly monitor service contractors to ensure service is being delivered as per contract specifications and that insurance and contract documentation is in order;

Coordinate annual tenant warden training and evacuation drills, and update and maintain tenant contact and emergency information in Yardi;

Maintain security access system, if applicable, and issue security/access cards;

Prepare all appropriate forms including move-out reconciliation forms, accounting adjustments and Suite Acceptance Letters;

Prepare Lease Abstract for review. Update changes in Yardi and notify Lease Administrator for Basic Lease Information changes. Print final Lease Abstract and file in tenant file;

Partner with Property Manager to identify and achieve additional tenant service income;

Show vacant suites as necessary and explain property rules and regulations. Ensures all move-in/move-out paperwork is completed correctly and has been approved by the Property Manager;

Works with management team to administer renewal program and works to maximize tenant renewals.


Minimum education requirement BA/BS degree REQUIRED;

Minimum of 1 year in an administrative function and 1-3 years of commercial, residential, multi-family, retail or hospitality experience;

Basic accounting experience;

Proficiency in Word, Excel and Outlook required – Intermediate to advanced skills in Excel is preferred;

Ability to learn new computer software is required – Experience with Yardi (Voyager) is a plus;

Excellent verbal communication and written skills;

Detail orientated with strong organizational skills;

Ability to prioritize and work independently with an enthusiastic and positive attitude;

Ability to exercise discretion when dealing with confidential information; and

Ability to interact with co-workers in a professional manner.