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Assistant Property Manager
Los Angeles, CA
Job Description
Job Title: Assistant Property Manager
Reports to: General Manager
Job Summary: The Assistant Property Manager (APM) functions in conjunction with and in the short-term absence of the General Manager (GM) as the professional-in-charge of the specific asset(s) under management. The APM is responsible for all aspects of client and tenant satisfaction. Of specific importance is working with the GM in achieving stated financial results (NOI and cashflow) and operating objectives (leasing, capital improvements, system enhancements, tenant satisfaction, operating expense control, etc.).
The APM is responsible for working directly with the GM and client to ensure a thorough understanding of its investment objectives and the development of acceptable property-specific strategic plans and operating and capital budgets. Once developed, the APM must oversee the implementation of approved initiatives and programs by managing and coordinating the efforts of the property team.
The APM may have responsibility for the management, supervision, and professional development of other property team members such as Property Associate/Accountant and/or Tenant Services Coordinator and ensuring 100% compliance with Jones Lang LaSalle's employee performance program. Additionally, the APM is responsible for representing JLL in the local and regional business and real estate community to promote JLL's reputation and capabilities to prospective tenants and clients.
Responsibilities
ACCOUNTING
Budget Preparation - Participate in the completion of annual budget, income and expense, and capital improvement plan.
Accounts Payables -Review and approve all accounts payable, ensuring accurate general ledger coding and property allocations. Assist with processing and coding invoices when applicable.
Accounts Receivable - Review aged delinquency report and communicate with Client Accounting Services to ensure all balances have been paid and applied appropriately. Prepare and/or review adjustments to tenant billing process.
Manual Adjustment Forms - APM will be required to complete manual adjustment forms for all miscellaneous Tenant Service Request (e.g., requested HVAC over time, labor to hang white boards, keys).
Financial Reporting - Assist with preparation and submittal of Monthly, Reports and ensure all deadlines are met as required by client. Prepare and submit monthly accruals prior to monthly reporting deadline in preparation. Complete monthly variance explanations to ensure we are staying in budget.
Review CAM Reconciliations with appropriate manager for approval and ensure proper mailing of year-end reconciliations. Work with tenants on questions regarding the reconciliations once mailed and follow up on payments.
Keep track of Real Estate Taxes due date; ensure checks are processed and mailed by due date and follow up to ensure payments were received and processed by the tax authorities.
All files at the property should comply with JLL Audit requirements.
OPERATIONS
Assist General Manager with leasing tours, marketing tours, and vendor site walks.
Leases- Review all new leases submitted and draft lease abstracts. Submit lease abstracts to Accounting.
Monitor tenant work order requests and assign duties to applicable property team members for completion.
Assemble and analyze contract bids, and submit bids, recommendations and standard form contract agreement to General Manager for execution.
Support contract administration processes, including drafting contracts, scopes of work, following up with vendors, and preparing mandated contract package documents for review and signature.
Oversee management of Certificates of Insurance for vendors and tenants. Review for accuracy and compliance. Maintain COI filing process.
Communicate regularly with the Property team, providing necessary support and information.
Prepare and/or review financial statements and reports on status of office buildings such as occupancy rates and dates of expiration of leases.
Manage building access card system.
Assist Client with marketing initiatives.
Management Audit - Ensure compliance level of the JLL management audit is maintained and prepares all files and records in preparation for the audit annually.
Operations Audit - Assist engineering staff in preparation of annual JLL Operations Audit.
Work with Chief Engineer to ensure that emergency evacuation procedures are kept updated and life safety systems are operating effectively.
TENANT / CLIENT RELATIONS
Customer Service - Provide superior customer service to all tenants, clients, contractors, and vendors at all times.
Assist General Manager with coordinating tenant appreciation events.
Tenant Notification - Prepare tenant memos and correspondence as directed by General Manager.
Tenant Move-In's/Move-Out's - coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary.
Distribute annual tenant survey and perform follow-up as necessary.
Safety Warden Meetings - Work with GM, and Engineering staff to plan an annual safety warden meeting.
QUALIFICATIONS
Bachelor's Degree
3-4 years on a commercial property management team
Real Estate License required or obtained within 1 year from Date of Hire
Experience preparing budgets, CAM reconciliations, and other types of related financial reports is required.
Experience using a property management accounting platform, such as Yardi, Kardin or MRI is required.
Ability to effectively present information and respond to questions from senior level management, clients, tenants, vendors, peers, and the public.
Ability to analyze, interpret and explain financial statements and calculate dollar and percentage variances.
Ability to solve practical problems and deal with variety of concrete variables in situations where only limited standardization exists.
Ability to write and speak clearly and succinctly in a variety of communication settings and styles, able to project confidence and professional expertise.
Strategic thinker with strong implementation orientation
KNOWLEDGE, SKILLS, AND ABILITIES
Learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks.
Time Management - Self-starter, able to manage multiple projects simultaneously and under pressure.
Use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.
Written/Oral communications - Ability to speak and write clearly and concisely, get messages across that have the desired effect and speak effectively before small groups of tenants or employees.
Attention to Detail - Thorough in accomplishing a task with concern for all the areas involved, no matter how small, will not overlook what needs to be done and can be depended upon to do each task accurately and completely.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions for office equipment, and procedure manuals.
Ability to work efficiently autonomously or as a member of the team.
Be a team player, dealing effectively with coworkers and internal clients at all levels and in multiple JLL disciplines.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Reports to: General Manager
Job Summary: The Assistant Property Manager (APM) functions in conjunction with and in the short-term absence of the General Manager (GM) as the professional-in-charge of the specific asset(s) under management. The APM is responsible for all aspects of client and tenant satisfaction. Of specific importance is working with the GM in achieving stated financial results (NOI and cashflow) and operating objectives (leasing, capital improvements, system enhancements, tenant satisfaction, operating expense control, etc.).
The APM is responsible for working directly with the GM and client to ensure a thorough understanding of its investment objectives and the development of acceptable property-specific strategic plans and operating and capital budgets. Once developed, the APM must oversee the implementation of approved initiatives and programs by managing and coordinating the efforts of the property team.
The APM may have responsibility for the management, supervision, and professional development of other property team members such as Property Associate/Accountant and/or Tenant Services Coordinator and ensuring 100% compliance with Jones Lang LaSalle's employee performance program. Additionally, the APM is responsible for representing JLL in the local and regional business and real estate community to promote JLL's reputation and capabilities to prospective tenants and clients.
Responsibilities
ACCOUNTING
Budget Preparation - Participate in the completion of annual budget, income and expense, and capital improvement plan.
Accounts Payables -Review and approve all accounts payable, ensuring accurate general ledger coding and property allocations. Assist with processing and coding invoices when applicable.
Accounts Receivable - Review aged delinquency report and communicate with Client Accounting Services to ensure all balances have been paid and applied appropriately. Prepare and/or review adjustments to tenant billing process.
Manual Adjustment Forms - APM will be required to complete manual adjustment forms for all miscellaneous Tenant Service Request (e.g., requested HVAC over time, labor to hang white boards, keys).
Financial Reporting - Assist with preparation and submittal of Monthly, Reports and ensure all deadlines are met as required by client. Prepare and submit monthly accruals prior to monthly reporting deadline in preparation. Complete monthly variance explanations to ensure we are staying in budget.
Review CAM Reconciliations with appropriate manager for approval and ensure proper mailing of year-end reconciliations. Work with tenants on questions regarding the reconciliations once mailed and follow up on payments.
Keep track of Real Estate Taxes due date; ensure checks are processed and mailed by due date and follow up to ensure payments were received and processed by the tax authorities.
All files at the property should comply with JLL Audit requirements.
OPERATIONS
Assist General Manager with leasing tours, marketing tours, and vendor site walks.
Leases- Review all new leases submitted and draft lease abstracts. Submit lease abstracts to Accounting.
Monitor tenant work order requests and assign duties to applicable property team members for completion.
Assemble and analyze contract bids, and submit bids, recommendations and standard form contract agreement to General Manager for execution.
Support contract administration processes, including drafting contracts, scopes of work, following up with vendors, and preparing mandated contract package documents for review and signature.
Oversee management of Certificates of Insurance for vendors and tenants. Review for accuracy and compliance. Maintain COI filing process.
Communicate regularly with the Property team, providing necessary support and information.
Prepare and/or review financial statements and reports on status of office buildings such as occupancy rates and dates of expiration of leases.
Manage building access card system.
Assist Client with marketing initiatives.
Management Audit - Ensure compliance level of the JLL management audit is maintained and prepares all files and records in preparation for the audit annually.
Operations Audit - Assist engineering staff in preparation of annual JLL Operations Audit.
Work with Chief Engineer to ensure that emergency evacuation procedures are kept updated and life safety systems are operating effectively.
TENANT / CLIENT RELATIONS
Customer Service - Provide superior customer service to all tenants, clients, contractors, and vendors at all times.
Assist General Manager with coordinating tenant appreciation events.
Tenant Notification - Prepare tenant memos and correspondence as directed by General Manager.
Tenant Move-In's/Move-Out's - coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary.
Distribute annual tenant survey and perform follow-up as necessary.
Safety Warden Meetings - Work with GM, and Engineering staff to plan an annual safety warden meeting.
QUALIFICATIONS
Bachelor's Degree
3-4 years on a commercial property management team
Real Estate License required or obtained within 1 year from Date of Hire
Experience preparing budgets, CAM reconciliations, and other types of related financial reports is required.
Experience using a property management accounting platform, such as Yardi, Kardin or MRI is required.
Ability to effectively present information and respond to questions from senior level management, clients, tenants, vendors, peers, and the public.
Ability to analyze, interpret and explain financial statements and calculate dollar and percentage variances.
Ability to solve practical problems and deal with variety of concrete variables in situations where only limited standardization exists.
Ability to write and speak clearly and succinctly in a variety of communication settings and styles, able to project confidence and professional expertise.
Strategic thinker with strong implementation orientation
KNOWLEDGE, SKILLS, AND ABILITIES
Learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks.
Time Management - Self-starter, able to manage multiple projects simultaneously and under pressure.
Use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.
Written/Oral communications - Ability to speak and write clearly and concisely, get messages across that have the desired effect and speak effectively before small groups of tenants or employees.
Attention to Detail - Thorough in accomplishing a task with concern for all the areas involved, no matter how small, will not overlook what needs to be done and can be depended upon to do each task accurately and completely.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions for office equipment, and procedure manuals.
Ability to work efficiently autonomously or as a member of the team.
Be a team player, dealing effectively with coworkers and internal clients at all levels and in multiple JLL disciplines.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
1+ years
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