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Assistant Property Manager

SUMMARY:

Under general direction, assist Property Manager, overseeing and coordinating all property management, maintenance and construction activities for a growing portfolio of properties in the Central Valley area, as well as providing executive and clerical support on an as needed basis. The responsibilities include a variety of administrative tasks relating to the management, leasing, and operation of the company’s commercial properties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Customer Service – There is considerable emphasis on this very important job function
Superior Tenant relations; accurate use of grammar, spelling and punctuation in all communications
Coordinate new tenant items and events
Coordinate customer relation functions and holiday activities/gift distribution
Assist with Customer Satisfaction Surveys
Compose tenant correspondence
Assist with tenant and vendor customer service
Assists with overseeing and coordinating property management, maintenance, and construction activities associated with commercial tenants in buildings such as warehouse, manufacturing, retail and office buildings. Follows up on status of vendor jobs
Assists with obtaining bids for additional work from outside contractors or in house service division · Assists with assembling and analyzing contract bids
Obtain bids for maintenance or repair work and coordinates vendor activities for contracted services
Monitoring vendor contracts and insurance certificates for accuracy · Assists in preparing budgets, variance reports, timelines and plans to meet property management requirements
Review Delinquency reports with property manager. Follow up with Tenants delinquent with payments for tenant authorized work
Learn Yardi and become proficient in its use
Have a working knowledge of various leasing agreements
Updating and maintaining master tenant/vendor books· Represents the company to outside agencies and organizations
Work well with other department personnel toward common service delivery goals, tenant satisfaction.
Prepare and maintain a variety of written materials such as reports, documents and correspondence, using a computer. Role will function as the primary point of contact for Tenants and Vendor Partners
Must be able to answer inquires received via any method (mail, fax, phone, email) regarding property issues. It is essential to be present and available for support during regular business hours
Greet callers in a professional and timely manner. Obtain all pertinent information, such as name, location, phone number, purpose of call in order to dispatch to appropriate Responder.
Immediately log call to Property Maintenance software.
Dispatch Work Order requests and maintain Work Order records
Direct maintenance staff and Vendor Partners, follow-up on requests to ensure completion;
Monitor the progress of the assigned Responder to Work Orders to ensure service issues are addressed within established time frames
Place follow-up calls or emails promptly to tenants to confirm work has been completed to tenant’s satisfaction
Maintain prompt and detailed communications with Property Management team.
Seek advice from other Property managers or VP if primary Property Manager is unavailable.
Coordinate efforts with the Maintenance Technicians and Property Managers to ensure result of Property Inspections that require attention of Vendor Partners are entered into the Work Order systems and dispatched
Sets up and maintains files, materials, information, schedules and related data· Assists with preparing and distributing correspondence, packets, and related information· Photocopying, filing, Fed Ex preparation, preparing correspondence, and other projects as needed
Strict adherence to the attendance policy is required. Attendance and punctuality are an essential function to this position
Assist as a back-up to The Company Concierge duties at the front desk
Strict adherence to the attendance policy is required. Attendance and punctuality are an essential function to this position
Perform other related duties as assigned
The ideal candidate should have strong communication skills, be capable of handling multiple projects, and interact with diverse tenants. Self-management and multi-tasking capabilities are a must.

EXPERIENCE
Minimum (2) two years’ experience assisting with real estate/property management with additional clerical support responsibilities
High school diploma. Some college coursework in Real Estate is a plus. AS/AA degree or an equivalent combination of education, training and additional experience is preferred
Adept at using Outlook, Excel, Word and Power Point. Yardi experience a plus
Must look and act in a professional manner
High energy individual with ability to work without direct supervision; Self initiator with the ability to problem solve and multi-task effectively
Must be organized and task oriented, able to work in a fast-paced, team- oriented environment with multiple deadlines, and adapt readily to changing priorities while maintaining an approachable, friendly demeanor
Must be able to develop and maintain effective working relationships with managers, vendors, contractors, and tenants
Ability to draft and write detailed notes, communications to tenants, vendors, and contracted firms to prepare reports and presentations, provide information in a clear and concise manner
Motivate others to complete projects on time and coordinate all efforts effectively.
Team player
Some travel is required to the Stockton area.

BENEFITS:

Buzz Oates offers a great work culture with an open space work environment in a Class A office building in Downtown Sacramento, close to the area’s top destination entertainment centers. We offer a full benefit package: health, dental, vision, EAP, LTD, parking, as well as a matching 401(k) program and education reimbursement. Email resume and cover letter to jobs@buzzoates.com.
Job Type: Full-time