Job Scope
Rare opportunity to join the commercial real estate management team of a development company based in Orange County managing Class A properties in Southern California. This Assistant Real Estate Manager provides support to the Real Estate Manager(s) and performs duties associated with the day-to-day operations of the department. Typical duties include providing customer service, preparing and tracking service and lease contracts, general accounting duties and maintaining various databases. This position constantly strives for improvements in work processes and results to better meet internal and external customer expectations.
Job Duties
- Enters customer maintenance requests in Yardi and follows up with vendors and customers to ensure thorough customer service.
- Maintains complete and accurate property file records. Sets up new tenant lease files including pre-lease information and distributes lease copies, lease abstracts, updated property rent rolls, work agreements and work letters to appropriate parties. Reviews and updates lease abstracts for completeness and accuracy.
- Maintains plan files.
- Coordinates new tenant set up with accounting.
- Assists in the coordination of tenant move in/out procedures, including tenant improvements and work letters. Sends out new tenant welcome letters with emergency contact form. Ensures completion of move in and move out checklists for each tenant. Coordinates transfer of electricity service with Edison for move-outs and move-ins.
- Coordinates Tenant Improvement related functions including invoice tracking, billing for overages, contracts, insurance certificates, building access and tenant coordination.
- Coordinates with property accountant to ensure smooth payment and accounting processes occur. Receives and codes vendor/supplier invoices for accounts payable.
- Assists the Real Estate Manager(s) in minimizing monthly accounts receivable amounts. Coordinates with property accountants to ensure smooth payment and accounting processes occur. Coordinates A/R calls and initiates A/R functions.
- Works directly with Real Estate Manager(s) in bidding process for all service contracts and maintenance work.
- Lead on all tenant correspondence and newsletters. Communicates all issues pertaining to the properties in a timely and professional matter.
- Works with Real Estate Manager(s) to transition new projects from development to operating properties, or assists with dispositions, if any.
- Maintains and updates property security access program with door hours of operation and access control for tenants including gate codes for tenants/vendors.
- Assists Real Estate Manager(s) in preparation of annual budgets, strategic plans, reconciliation of expenses, monthly sales reports, customer surveys, and measurements.
- Leads the administration of leases, tenant and landlord responsibilities, and tenant default actions. Performs prospective tenant due diligence data collection pertaining to finances, landlord references, and other related documents.
- Participates in, and provides support for, weekly and monthly staff meetings.
- As directed, prepares written correspondence for Real Estate Manager.
- Prepares vendor service contracts and Tenant Leases
- Assists Real Estate Manager(s) in organizing, promoting and executing tenant functions and marketing event promotions at the properties.
- Participates in property inspections.
- Coordinates all vendor quarterly/bi-annual/annual inspections and testing as required.
- Acts on behalf of Real Estate Manager(s), in their absence, as needed.
- Performs other related duties as assigned.
Technical/Professional Knowledge (Knowledge/Skills, Education, and Experience)
- Effective written and oral communication skills; gives clear direction and responds to inquiries.
- Basic understanding of accounting principles and budget process.
- Provides exceptional customer service.
- Manages projects through planning, organizing, and coordinating tasks.
- Negotiates and resolves conflicts.
- Time management and organization skills.
- Proficient with Microsoft Office products (Word/Excel/Outlook), Yardi preferred.
- Bachelors’ Degree (BA/BS) or equivalent.
- Minimum 2 years previous experience as a property management assistant.
EOE/M/F/D/V
Job Type: Full-time
Pay: $28.73 - $32.56 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Tuition reimbursement
- Vision insurance
Application Question(s):
- The Shea family of companies promote and adhere to an anti-smoking policy that is strictly enforced. Are you a tobacco smoker (e.g., cigarettes, cigars, pipes, etc.?)
Ability to Commute:
- Walnut, CA 91789 (Required)
Ability to Relocate:
- Walnut, CA 91789: Relocate before starting work (Required)
Work Location: In person
