Assistant Property Manager

Overview

The Assistant Property Manager reports to the Property Manager & Director, Property Management. The Assistant Property Manager provides the Property Manager & Director, Property Management with administrative and building operations support, as directed.

The Assistant Property Manager is responsible for keeping the Property Manager & Director, Property Management informed at all times, seeking guidance and direction as appropriate.

Responsibilities

Primary Functions and Responsibilities :

• Work with Operations and Property Management on the day-to-day operations of the assets, ensuring custodial, life-safety, engineering, site services, and general maintenance, are implemented and carried out in a manner consistent with Avison Young policies and client directives.
• Assist with the maintenance of the computerized Preventative Maintenance Program (Angus AnyWhere) and monitor, dispatch and follow-up on tenant requests, preparation of monthly chargeback reporting.
• Complete physical inspections and reporting of interior and exterior property; correct deficiencies immediately or report to the Property Manager & Director, Property Management for appropriate action and follow-up.
• Assist building operations as requested; ensure optimum operation of the Building Energy / Automation Management system working in conjunction with the Property Manager & Director, Property Management and 3rd party energy management consultant.

Administration :

• Co-ordinate and supervise all contracts, including periodic reviews of all service contracts (ie : maintain up-to-date contract log, assist with tendering, verify invoices match contract pricing and PO’s).
• Ensure that all site-specific documentation and financial reports are completed accurately and on time, (as applicable) and complete monthly variance analysis.
• Assist in preparation and submission of industry awards (BOMA, LEED, .

Tenant Relations :

• Respond positively and promptly to requests from tenants and occupants. Oversee the implementation of ongoing contract programs to constantly assess tenant and occupant needs and to ensure problems are being solved promptly to the mutual benefit of the tenant, client, and the properties in accordance with contract scope and Service Level Agreements (SLA’s).
• Collect, analyze, and report statistical data as may be required to provide accurate and current assessment of management objectives (KPI response times and deliverables).

Compliance :

• Monitor and ensure the property is environmentally compliant with environmental legislation, codes and corporate best practices.
• Monitor and ensure that tenants and vendors comply with insurance requirements and coordinate all claims, as required.

Planning :

• Assist as needed in the development and preparation of a variety of budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facilities.
• Assist in preparation and publication of the annual budget, reforecasts and business plans.
• Assist in the development of capital budgets for the property. This includes contributions towards a ten-year plan of maintenance, facility improvement, and cost reduction initiatives.
• Research and report on various equipment and systems for purchase or upgrade.

Relationship Building :

• Thoroughly familiar with the management contract and all requirements contained therein.
• Facilitate and coordinate on-going, open communication with tenants by attending various meetings as required; understand, assess and address tenant operational concerns in order to ensure their needs are being met and the organizations assets are maintained appropriately.

Other Duties :

Assists with such other administrative, management, property and client related duties as assigned.

Qualifications

Basic requirements and key functional responsibilities of the Assistant Property Manager include, but are not limited to the following :

• Possess a strong understanding of property accounting and the ability to interpret financial data.
• Being detail-oriented; have the ability to work under pressure and deliver timely and accurate results.
• Excellent customer and tenant service orientation.
• Ensuring that our tenants are 100% satisfied with our services is one of the key priorities, so having strong relationship building and problem-solving skills is a must.
• Assist with the implementation of new programs, and ensuring policies and procedures are followed.
• Proficiency in Microsoft Office and other property management applications such as Yardi, Angus and ProCore.
• Proven organizational and multi-tasking skills, combined with strong communication skills both written, and oral are keys to success.
• Self-motivated, professional and flexible with the ability to work both independently and collaboratively in a team environment.
• Responsible for ensuring that assets are presented and operated according to the best possible standards alongside the Property Manager & Director, Property Management.
• To achieve success, Assistant Property Manager should not only be focused on the day-to-day operations of the property but on the long-term potential and profitability of the property.
• A passion for property management is essential as the Property Manager & Director, Property Management will turn to the Assistant Property Manager for support and ideas on how to best operate properties and manage complex situations.

Key Competencies :

• Communication Proficiency (oral and written)
• Ability to multitask, thrives in a fast-paced environment and stay organized
• Has a sense of urgency
• Detail Oriented
• Self-starter and takes initiative
• Technical Proficiency (MS Office, ProCore, Yardi)

Workplace Type

On-Site

Avison Young practices as an equal opportunity employer in all services locations around the world. We are committed to building and maintaining a workforce diverse in experience, skills and knowledge with uniformity in service excellence, commitment and integrity.

The firm maintains a strict policy to ensure employment opportunities are equal and do not discriminate based on race, color, religion, creed, age, sex, gender, gender identity or expression, sexual orientation, national origin, citizenship, disability, marital and civil partnership / union status, protected veteran or military service status, or any other elements protected by law.

Avison Young welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates during the recruitment process.

For those requiring assistance, information relating to the need for accommodation and accommodation measures will be addressed confidentially.

Avison Young is committed to employing the best talent with the most fair and equitable recruitment practices. Apply with us TODAY!