Assistant Property Manager

This role assists in all administrative and accounting aspects necessary for the efficient operation and management of a portfolio of office buildings including tenant/vendor relations, lease administration, accounts payable, accounts receivable, financial reporting and team support.

 

Essential Duties and Responsibilities

· Courteously answer incoming calls; handle responses to customer requests and/or complaints; establish and maintain favorable customer relations

· Maintain and oversee project amenities (if applicable) including, but not limited to, conference center scheduling, fitness center applications, distributing access cards, etc.

· Maintain online work order system by updating tenant information and entering work orders as needed; follow up with tenants and engineers on tenant requests

· Management of day-to-day vendor performance ; inspect buildings on an ongoing basis to ensure functionality

· Code and/or approve invoices for payment; obtain/complete and process accounting forms as required (i.e. W-9 form)

· Prepare tenant billings for recurring charges, special work requests and other charges (i.e. electrical usage, work authorizations, etc.)

· Follow up and expedite collection of all accounts receivable (i.e. rent) as necessary; review charges with tenant when invoice is in dispute or needs clarification

· Review aged delinquency report and tenant’s lease for late charge calculations and apply late charges to accounts

· Review and send correspondence; rent increase letters, commencement letters, etc. in a timely manner

· Maintain rent roll and lease files in system; review for accuracy monthly

· Prepare and/or assist in preparation of monthly financial and variance reports

· Maintain a working knowledge of lease agreements and administration of related documents

· Prepare and/or assist in annual budget preparation and year-end reconciliations

· Assist in negotiating, preparation, and maintenance of standard service contracts

· Coordinate moves of tenants in and out of the building

· Maintain current Certificates of Insurance for all tenants and vendors; point of contact for outsourced insurance vendor; monitor insurance status regularly to insure compliance

· Assist with execution of emergency and evacuation procedures (i.e. fire drills)

· Coordinate special events (i.e. holiday functions, blood drives, etc.)

· Set up new files (i.e. lease, vendor, accounting); date stamp, sort, and distribute mail

· Special projects as requested

 

Salary $55k per year

Please submit your resume to Pete@pacificcoastjobs.com

 

 

Office Manager, San Francisco, CA

 

Pacific Coast Staffing has partnered with a nationally recognized nonprofit in the search for an Office Manager.  This role is responsible for the daily operations of their San Francisco Corporate Headquarters.  The position entails oversight of reception and mail, purchasing, safety, landlord relations and facilities management for an office of 100+ staff and 3 floors in a professional office building in the Financial District.  Additional requirements include event planning, catering, and coordination for special events including board meetings.  The position has responsibility for the guidance and coordination of administrative staff and facilities related projects throughout the organization. Working hours are 8:30-5:00, Mon-Fri.

 

Essential Functions

· Supervise the San Francisco Receptionist and Administrative Services Clerk.  Provide coaching and mentoring to other administrative staff throughout the organization

· Takes proactive steps to insure a safe workplace including compliance with applicable laws and insurance requirements and ergonomic training and assistance for staff

· Maintain emergency preparedness plan for office

· Manage office operations and facilities including mail services and telephones

· Serve as primary liaison for building management and engineering personnel as well as contracted building and equipment maintenance vendors

· Evaluate, maintain, and purchase office supplies, furniture, and equipment

· Coordinate closely with the information services department on the ordering and maintenance of technical office equipment such as copiers, faxes, and telephones

· Provide meeting/event coordination/preparation in the office (catering, set up, clean up, etc)

· Coordinate and/or perform all facilities related moves, additions or changes

· Coordinate lease and sublease negotiations and compliance issues in consultation with the General Counsel

· Other responsibilities as assigned by supervisor

 

Qualifications

· Minimum five years of relevant job experience, preferably as an office manager with supervisory experience in an office with fifty plus employees

· Excellent communication skills, both oral and written

· Strong customer service skills and techniques to successfully build and maintain positive customer relations and provide quality service. Professional skills to handle sensitive and difficult situations

· High degree of organizational and time management skills

· Ability to multi-task and meet deadlines, handle frequent interruptions and maintain a high level of productivity. Accuracy and careful attention to detail required

· Excellent computer skills and strong proficiency with MS Office suite of software

· Demonstrated record of punctuality and attendance required

· College degree preferred

 

Compensation:  $45-50,000 annually plus strong benefits

 

How to Apply: Forward your resume to Pete@pacificcoastjobs.com