Los Angeles, CA - Administrative and Financial Staffing

The Property Manager reports to the Senior Property Manager.  The Property Manager is familiar with all aspects pertaining to the daily operation of the property (ies) and is responsible for carrying out all duties as it relates to the property (ies).  The Property Manager may be called upon to direct all activities in the absence of the Senior Property Manager.

RESPONSIBILITIES:

• Property Manager(s) will perform all aspects of daily operations of the portfolio, including but not limited to:

ADMINISTRATION:

• Preparing all building correspondence to and from owners, tenants, vendors and management.  Update/Maintain accurate and complete Project files and records.
• Responsible for vendor relations including inspection walks and verification of completion of duties/special projects assigned to day porter.
• Maintain work order system and preventative maintenance program.
• Order and maintain office supplies, equipment and the maintenance thereof. 
• Ability to read through leases and maintain tenant information database, mail merges, distribution lists, binder and emergency contact lists.
• Prepare and update lease abstracts.
• Prepare lease Exhibits, when required.
• Maintain electronic directories.
• Maintain “Critical Dates” report which lists all tenant anniversaries, lease expirations, options, rent increase dates, etc.
• Maintain chronological files.
• Update Certificate of Insurance lists for tenants and vendors.  Request new and renewal certificates as required.
• Prepare vendor service contracts.
• Request W-9 forms from new vendor to assist in the set up in accounting system.

FINANCIAL:

• Prepare annual operation budgets.
• Prepare annual/quarterly operating expense reconciliations.
• Assure collection of all rent on the first of the month; assess late fees on collections received after the grace period as per the lease.
• Maintain account receivable records; produce correspondence i.e. late letters, short-pay letters.
• Receive all invoices and process for payment according to established procedures, including verification of appropriate back-up, coding and preparation of purchase orders.
• Prepare tenant invoices for bill back charges; prepare required paperwork for accounting department.
• Review and process rent increases.
• Prepare property tax billings as in accordance to the lease.
• Assist with financial audits and property tax appeals.
• Prepare annual/quarterly operating expense reconciliations. 

TENANT RELATIONS:

• Responsible for day-to-day tenant calls.
• Coordinate all tenant requests for services, events and special needs, and ensure they are completed in a timely and professional manner.
• Obtain vendor bids for special work for tenants and/or regular services, provide bids, schedule and bill tenant accordingly.
• Prepare memos and notice to tenants on property.
• Coordination of events including but not limited to: tenant anniversaries, holiday gift program, and site events (keys, move in package, welcome gift) and move-outs.
• Other duties as may be assigned by Senior Property Manager.

TENANT IMPROVEMENT & PROJECT MANAGEMENT:

• Oversee tenant improvement work and alterations to tenant spaces.
• Coordinate access to building for vendors.
• With Senior Property Manager, if required, conduct final walk-through and punch list in new construction and alterations.  Follow up on completion of punch list items.
• Research special projects as assigned by ownership; prepare project scope, vendor selection and completion of close-out documents.

• Perform data analysis, editing, and formatting to produce regular status reports, graphs, spreadsheets and presentation material.
• Provide support and product production, such as graphics services, to the department.
• Collect all related and pertinent information from team members and managers.
• Develop and produce standard and ad hoc reports ensuring data accuracy and formatting.
• Maintains and operates databases and automated systems.
• Contribute to and support department projects.
• May coordinate and oversee the function and activities of support staff to ensure tasks are completed in an efficient and timely manner.
• May assign projects to appropriate staff in the absence of department supervisor/manager.
• Establishes working relationships and serves as liaison with vendors.
• May coordinate the management of ordering office supplies within the department.
• Function as department resource in application and training in use of software, schedule and coordinate all hardware and equipment repairs; may assist in software installation and troubleshoot hardware and software problems.
• May assist in the tracking of department budget, makes recommendations based on data collected toward payroll and non-payroll and other related budgetary requirements.

Description

Provides advanced administrative support associated with office operations. Usually deals with complex and confidential departmental information. No instruction on routine work, general instructions on new projects.

Essential Functions:

• Completes special projects/ad-hoc reports, including designing graphic presentations, as delegated by management.

• Orchestrates and organizes project meetings, schedules and materials such as agendas, timelines, reports and presentations.

• Takes minutes.

• May perform desktop publishing.

• Uses a variety of software to compose letters/prepares reports for executive/manager review.

• Maintains confidential department files and records.

• Maintains manager/executives calendar; arranges meetings, conferences and travel itineraries.

• Screens telephone calls/visitors, refers to appropriate staff member.

• Interprets policies and procedures in response to inquiries.

• May provide information to top level management, Board Members. etc.

• Reviews/screens manager/executives mail, researches issues and provides recommendations.

• May provide training/direction to other non-exempt personnel.

Description

Provides advanced administrative support associated with office operations. Usually deals with complex and confidential departmental information. No instruction on routine work, general instructions on new projects.

Essential Functions:

• Completes special projects/ad-hoc reports

• Orchestrates and organizes project meetings, schedules and materials such as agendas, timelines, reports and presentations.

• Takes minutes.

• May perform desktop publishing.

• Uses a variety of software to compose letters/prepares reports for executive/manager review.

• Maintains confidential department files and records.

• Maintains manager/executives calendar; arranges meetings, conferences and travel itineraries.

• Screens telephone calls/visitors, refers to appropriate staff member.

• Interprets policies and procedures in response to inquiries.

• May provide information to top level management, Board Members. etc.

• Reviews/screens manager/executives mail, researches issues and provides recommendations.

• May provide training/direction to other non-exempt personnel.