Assistant Property Management – Retail Shopping Centers, Freestanding & Downtown
Company: Prime Commercial Management, Inc.
Office Location: 1543 Lafayette Street, Suite C, Santa Clara, CA
Schedule: 30–40 Hours Per Week
Position Type: Part-Time to Full-Time
Compensation: Competitive and dependent upon experience
Assistant Property Manager – Retail Shopping Centers
Company: Prime Commercial Management, Inc.
Office Location: 1543 Lafayette Street, Suite C, Santa Clara, CA
Schedule: 30–40 Hours Per Week
Position Type: Part-Time to Full-Time
Compensation: Competitive and dependent upon experience
Position Summary
Prime Commercial Management, Inc. is seeking a motivated Assistant Property Manager to support the management of a portfolio of retail shopping centers and commercial properties throughout the Bay Area.
This is a hands-on commercial property management role designed for someone who wants to grow into a Property Manager position. The Assistant Property Manager will work closely with an experienced Property Manager while taking increasing ownership of property operations, tenant relations, lease administration, vendor coordination, maintenance, contract administration, collections follow-up, budgeting support, and ownership reporting.
We are looking for someone who does more than complete assigned tasks. The successful candidate will be curious, proactive, organized, and eager to understand the entire property management process. As experience and capability grow, the position is intended to develop into increased responsibility and ultimately independent management of a property portfolio.
The Assistant Property Manager will also work closely with our in-house accountant, who handles the primary accounting functions. Candidates should be comfortable reviewing property financial information and coordinating with accounting, but this is not a heavy accounting or bookkeeping position.
Key ResponsibilitiesProperty Operations & Tenant Relations
- Support the day-to-day management and operations of assigned shopping centers and retail properties.
- Develop strong working relationships with tenants, property owners, vendors, contractors, and service providers.
- Respond to tenant questions, maintenance requests, service calls, and operational concerns and follow matters through completion.
- Conduct regular property inspections and proactively identify maintenance, safety, appearance, and operational issues.
- Coordinate repairs, preventative maintenance, landscaping, janitorial, HVAC, roofing, lighting, signage, parking lot maintenance, and other property services.
- Assist with construction oversight, capital improvement projects, and tenant improvement coordination.
- Monitor work orders and vendor activity to ensure timely completion.
- Maintain high standards for property appearance, functionality, and tenant satisfaction.
- Prepare and distribute tenant notices, correspondence, and property-related communications.
- Maintain current tenant, vendor, and emergency contact information.
- Assist with urgent property issues and coordinate vendors and communications as needed.
- Maintain property key logs, lockbox codes, access information, signage records, and other operational records.
Lease Administration & Compliance
- Assist with administration of commercial leases and maintenance of accurate lease files and documentation.
- Learn to review and interpret lease provisions relating to maintenance responsibilities, insurance, signage, operating requirements, options, notices, and other tenant obligations.
- Track tenant compliance with lease requirements and follow up on outstanding items.
- Prepare tenant communications related to lease and property requirements.
- Maintain lease amendments, commencement information, notices, and other critical documentation.
- Track certificates of insurance for tenants and vendors and maintain follow-up systems for expirations and renewals.
- Coordinate with the property management and leasing teams regarding vacancies, renewals, tenant activity, and other property-related matters.
Vendor & Contract Management
- Solicit and coordinate vendor bids and proposals.
- Prepare bid comparisons and recommendations for review.
- Assist with preparation, negotiation, and administration of service contracts.
- Coordinate vendor scheduling and monitor performance, service quality, and contract compliance.
- Track contracts, insurance certificates, expiration dates, and required documentation.
- Maintain current vendor and emergency service contact lists.
- Help ensure vendors and contractors comply with Prime Commercial Management, Inc. policies and property requirements.
Financial Coordination
- Work closely with the Property Manager and in-house accountant on property financial matters.
- Review and code invoices for appropriate property and expense allocation.
- Provide supporting documentation and information to accounting.
- Coordinate tenant bill-backs and verify supporting charges.
- Monitor accounts receivable and tenant delinquencies.
- Follow up with tenants regarding outstanding balances and assist with collection efforts.
- Assist with resolving property-related billing questions.
- Participate in annual property budgeting and vendor bidding.
- Review monthly property financial reports with the Property Manager and learn to identify significant variances and operational issues.
- Assist with CAM, tax, insurance, and operating expense reconciliations by providing lease, vendor, and property information.
- Assist with tracking major repairs and capital expenditures against approved budgets.
Reporting & Administration
- Assist with preparation of monthly and quarterly property management and ownership reports.
- Track outstanding tenant, maintenance, vendor, collection, construction, and operational action items.
- Maintain organized physical and electronic property files.
- Maintain shared drives, Dropbox folders, contracts, insurance records, property photographs, and other documentation.
- Schedule and coordinate meetings, inspections, vendor appointments, and property activities.
- Prepare correspondence, reports, spreadsheets, notices, and other property management documentation.
- Maintain property management supplies, signage inventory, storage records, and related materials.
- Develop systems and follow-up procedures that help keep properties organized and important matters from falling through the cracks.
Qualifications
- 2–5 years of commercial property management, assistant property management, or related commercial real estate experience preferred.
- Retail shopping center experience strongly preferred.
- Active California Real Estate License required.
- Yardi experience strongly preferred.
- Working knowledge of commercial leases, NNN structures, CAM expenses, tenant obligations, and retail property operations.
- Experience coordinating vendors, contractors, maintenance requests, repairs, or service contracts.
- Ability and desire to learn how to read, interpret, and administer commercial leases.
- Working knowledge of property budgets, accounts receivable, invoice coding, and financial reporting.
- Strong tenant relations and customer-service skills.
- Proficiency with Microsoft Excel, Outlook, and Word.
- Experience with Dropbox, shared drives, and electronic document-management systems.
- Excellent organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and follow issues through to resolution.
- Valid driver's license and reliable transportation for property visits.
Growth Opportunity
This position is intended for someone who wants to build a long-term career in commercial property management.
Prime Commercial Management, Inc. will provide the successful candidate with exposure to the full property management cycle, including tenant relations, lease administration, property operations, vendor management, budgeting, financial review, capital projects, reporting, and ownership communication.
As the Assistant Property Manager demonstrates the ability to independently handle these responsibilities, the goal is to provide increasing responsibility and the opportunity to advance into a Property Manager role with responsibility for their own portfolio.
Schedule
This position is expected to average approximately 30–40 hours per week.
Hours may vary based on property needs, reporting deadlines, construction activity, tenant matters, and emergencies. The candidate should be available during normal business hours and able to assist with time-sensitive property matters when necessary.
Ideal Candidate
The ideal candidate is someone who wants to become an excellent retail Property Manager, not simply remain in an administrative support role.
They are proactive, dependable, detail-oriented, and willing to take ownership of assignments. They ask questions, learn from experience, anticipate problems, communicate clearly, and consistently follow through.
We are looking for someone who wants to understand the properties, tenants, leases, vendors, financials, and ownership objectives and who is motivated to earn greater responsibility as their knowledge and capabilities develop.
The successful candidate should be financially knowledgeable enough to work effectively with our in-house accountant while remaining primarily focused on property operations, tenant relations, lease administration, and asset preservation—not bookkeeping or heavy accounting.
Benefits:
Work Location: In person
