Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience
High School Diploma or GED equivalent; or two years related experience and/or training; or equivalent combination of education and experience.
Language Ability: Ability to read, analyze, and interpret common scientific and technical
journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
Math Ability: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages and area. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Computer Skills: To perform this job successfully, an individual should have knowledge of Word Processing software; Spreadsheet software; Accounting software; Internet software and Database software.
Supervisory Responsibilities: Ability to effectively communicate with vendors regarding technical issues, scheduling, coordination with other trades and negotiation of terms. Ability to supervise day porter and on-site contracted security personnel.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must occasionally lift and/or move up to 15 pounds. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand and walk.
Handle day-to-day operations of assigned properties fielding incoming tenant and vendor calls and requests via voicemail, phone, fax and emails. Schedule work with vendors and contractors for the properties. Issue work orders as needed. Inspect properties on a minimum monthly basis and follow-up with maintenance requirements per inspection and budget requirements. Compose and issue notices and correspondence to tenants and vendors. Maintain property and leasing files. Generate lease documents, including proposals; maintain check lists and follow-up for the tenant move-in process, including liaison for contractors, sub-contractors, vendors, tenant, brokers, and internal accounting department. Maintain checklists for move-out procedures and follow-up. Assist Senior Property Manager in the budget process. Other property management duties as assigned by the Senior Property Manager.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Phones (& E-Mails)
Phones calls included tenant questions/inquiry/complaints; vendors questions/inquiry; leasing calls; forwarded calls; lenders & insurance calls for all the buildings; after hours tenants/vendors/alarm emergency calls.
Assisting all of the above. Document and file important information per conversations.
Work Orders
Initiate work orders.
Schedule/assign/discuss work orders with vendors, preferably meet vendors at the property(s) to discuss and review issues. Coordinate work with vendors.
Follow up work orders.
Inspect the work upon completion.
Close work orders / convert to payables.
Procure competitive bids from vendors for major new projects and deferred maintenance; preferably meet with vendors to discuss the work on site.
Oversee invoices for tenant direct charges; if necessary prepare tenant charge form.
Utilities connection and disconnection for industrial parks.
Supervise annual building deferred maintenance per lender and insurance requirements.
Assist in providing building information for lender and insurance needs.
Coordinate/Submit with insurance company required information from accident reports.
Schedule/supervise all major work per budget expense.
Handle City Violation & Code Enforcement.
Supervise task list and day-to-day issues with the day porter.
Perform building walk-thru’s per supervisor.
Administer utility billing systems
Administer card key access systems
Correspondence like tenant memos; lease violation; Notice of non-responsibility forms
General office duties such as emailing, mailing & digital filing.
Leasing
Renewals: From proposed terms provided by Leasing Manager or Sr. Property Manager, enter terms in Yardi. Use Yardi to prepare renewal offer PDF.
Once offer is accepted and signed, prepare amendments in Yardi, upload to Docusign or make copies & mail or deliver to tenants.
Prepare new leases per terms provided by Leasing Manager or Sr. Property Manager. PDF and Docusign, or print and make copies, distribute to signors and track receipt of executed docs and insurance certificates.
With Receptionist, prepare, review and email Broker Blast weekly
Enforce Tenant Insurance requirements via notification system and follow-up with Tenants.
Move In duties
Once lease is executed, create tenant/unit digital folder and file executed copy.
Input/update tenant contacts and distribution lists.
Fax/Schedule with vendors tenant improvement work such as painting, carpet, detail cleaning, locksmith, etc. Coordinate with tenant the schedule of the above.
Continued follow up with vendors/tenants for status/completion of work
If suite is vacant, inform the new tenant to call DWP and Gas Company to put the power and gas under their name; call DWP to disconnect service under our name.
Move out duties
Print tenant history & lease abstract to determine the calculation for tenant security deposit refund, calculate tenant balance per tenant history, examine lease abstract for security deposit exact amount; fill out Move Out Reconciliation Form, submit Move Out Form to accounting to start the process of security deposit refund.
Ensure tenants supply forwarding address to use for mailing security deposit refund
Update tenant history, move out previous tenant from records.
Inspect vacated suite per supervisor request.
If suite is going to be vacant upon move out, call DWP to put the power under our name.
Well established property management company that maintains and owns multiple properties within the Los Angeles area.