We have partnered with a large Leasing Non-residential Real Estate company in the Chino, CA area to provide them with a Assistant Property Manager - Commercial Retail Real Estate. Please review the below description and let us know if you are interested.



Prioritized Must Have Skills for the Assistant Property Manager - Commercial Retail Real Estate:

#1. Bachelor's degree in Business Administration, Real Estate, or related field preferred.

#2. Strong experience in commercial property management, with demonstrated proficiency in Yardi property management software.

#3. Understanding of commercial real estate principles, lease administration, and tenant relations.

#4. Excellent communication and interpersonal skills, with the ability to effectively interact with tenants, vendors, and internal stakeholders.

#5. Proficiency in Microsoft Office Suite (Word, Excel, Outlook).



Responsibilities of the Assistant Property Manager - Commercial Retail Real Estate:

We are seeking an Assistant Property Manager for our commercial retail real estate portfolio. The ideal candidate will be a detail-oriented individual with exceptional organizational skills and a strong background in administrative tasks, tenant and vendor interaction, documentation and compliance, lease management, and property maintenance and management. The Assistant Property Manager will play a crucial role in supporting the property manager and ensuring the efficient operation of our properties.



Key Responsibilities:

Property Management Support:
Assist the property manager in overseeing day-to-day operations of commercial retail properties.
Utilize Yardi property management software to maintain accurate and up-to-date property records, including leases, tenant information, financial data, and maintenance records.
Generate and distribute reports as needed, using Yardi software to track property performance metrics.


Tenant Relations:
Serve as a primary point of contact for tenants, addressing inquiries, concerns, and requests in a timely and professional manner.
Coordinate lease renewals, lease amendments, and tenant move-ins/outs, ensuring all documentation is accurate and up-to-date in Yardi.


Vendor Management:
Serve as the primary point of contact for all tenants, vendors, visitors, and other stakeholders.
Prepare tenant billbacks for management approval and maintain accurate records of billbacks.
Maintain tenant contact information for emergencies, accounts payable-related matters, and lease-related matters.
Maintain active correspondence with tenants, lease administrators, accounting clerks, and managers regarding accounts receivable and other matters.
Assist tenants with maintenance/service calls by coordinating with appropriate contractors, obtaining estimates, preparing contracts, and processing invoices.
Maintain active communication with day porters, security officers, and engineers to ensure smooth property operations.
Work closely with vendors and contractors to coordinate property maintenance and repairs, utilizing Yardi to track work orders, invoices, and vendor performance.
Process vendor invoices and ensure timely payment, reconciling invoices with budgetary constraints as necessary.


Financial Management:
Assist in budget preparation and financial forecasting for assigned properties, utilizing Yardi to track expenses, income, and variances.
Monitor tenant accounts receivable and assist in collection efforts as needed, utilizing Yardi to track payment histories and delinquencies.


Lease Administration:
Prepare lease amendments, assignments, and license agreements for manager's review and modification, ensuring compliance with lease terms and regulations.
Review broker commissions and ensure accuracy of commission calculations.
Acquire monthly/annual gross sales reports from tenants and maintain accurate records of sales data.
Prepare "welcome" packets for new tenants and assist with utility transfers as needed.
Maintain lease files and documentation in Yardi, ensuring accuracy and compliance with lease terms and regulations.
Coordinate lease abstracting and ensure key lease information is accurately entered into Yardi for reporting and analysis purposes.


Property Inspections and Maintenance:
Conduct regular property inspections to assess maintenance needs, safety hazards, and overall property condition.
Coordinate with maintenance staff and vendors to address maintenance issues promptly, utilizing Yardi to track work orders and maintenance activities.


Administrative and Clerical Tasks:
Manage files, including tenant and vendor documents, ensuring accuracy and accessibility.
Update documents and maintain recordkeeping in data management systems, such as Yardi.
Handle mail and correspondence as requested.
Issue notices to tenants regarding scheduled work on-site, lease violations, accounts receivable, and reporting.
Answer and redirect incoming calls to appropriate parties.
Update vendors with bill payment status and maintain organized vendor files.
Organize workroom/office space and order necessary supplies for daily operation.


Documentation and Compliance:
Acquire tenant and vendor Certificates of Insurance (COIs) and verify insurance coverage according to landlord requirements.
Update tracking systems and upload COIs to shared drives for easy access.
Code all incoming utility bills and vendor bills accurately for proper accounting.
Assist with monthly reporting, budgets, and CAM reconciliations as assigned.
Prepare service agreements for recurring or one-time projects and maintain accurate records of agreements.
Prepare property safety inspection reports and ensure compliance with safety regulations.
Administer required annual fire drills, ensuring tenants are fully informed and documentation is properly acquired and filed.


Property Maintenance and Management:
Act as a substitute for the manager at all times, especially during emergency on-site visits and move-out inspections.
Maintain all tracking platforms and mechanisms as required by the manager, ensuring accurate and up-to-date records.
Perform other duties as assigned to support property management objectives.


Requirements of the Assistant Property Manager - Commercial Retail Real Estate:

Bachelor's degree in Business Administration, Real Estate, or related field preferred.
Strong experience in commercial property management, with demonstrated proficiency in Yardi property management software.
Understanding of commercial real estate principles, lease administration, and tenant relations.
Excellent communication and interpersonal skills, with the ability to effectively interact with tenants, vendors, and internal stakeholders.
Proven ability to prioritize and manage multiple tasks in a fast-paced environment.
Detail-oriented with strong analytical and problem-solving skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).


Other Key Requirements:

100% onsite, in-office role.
No sponsorships or visa holders.
Onsite Monday to Friday 8 or 8:30 am to 5 or 5:30 pm
Company does not allow any remote work.


Benefits of the Assistant Property Manager - Commercial Retail Real Estate:

PPO medical, dental, and vision paid 100% by the company for employee.
5 days sick time front loaded.
10 days’ vacation
401k match at 4% after 1 year.
Company lunch every other Friday