Job Description

ASSISTANT PROPERTY MANAGER

JOB DESCRIPTION

Company Background

Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Boston, Washington DC, Austin, and New York City. Known for our long-standing relationships and track record of success in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach.

DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Summary

DivcoWest is looking for an experienced Assistant Property Manager that will support the management of four properties located in Santa Monica, CA. This position requires someone who is motivated, interested in learning and very attentive to detail. The individual for this position should be comfortable working and contributing to a team environment, enjoy being in a busy environment where new and complex transactions occur and interact with people at various levels within and outside the organization.

This role requires five days in office at one of our offices in Glendale, Sherman Oaks, North Hollywood, or Beverly Hills, CA location. Availability to respond to property emergencies and occasionally work afterhours, on weekends, or holidays as needed to ensure the safety and operational integrity of the property is required.

The ideal candidate is a driven self-starter with a positive attitude who is a team-player. This person has above average customer service skills and problem-solving capabilities, and clear, concise written and verbal communication skills.

Interested candidates should send their resumes to: [email protected].

Responsibilities

• Monitor tenant receivables including preview of rent statements, responding to tenant inquires, rent collection, miscellaneous billings, and delinquency reporting.
• Process invoices daily, including vendor coding, approval verification and budgetary review. Maintain accurate financial records using MRI accounting software. Prepare necessary check requests; input related data and processing within established guidelines. Research and respond to internal and external inquiries. Research invoices and payments to insure timely and accurate payment.
• Act in a property manager capacity as needed.
• Manage the preparation of and give approval on accurate tenant billings.
• Follow up on all delinquencies. Obtain aging report for property manager and deliver standard correspondence to address delinquencies.
• Responsible for preparing aspects of the annual budget and gathering bid proposals for potential work to be performed.
• Produce vendor repair agreements, maintain vendor’s files, supervise vendors as requested and monitor vendor insurance.
• Prepare lease abstracts for new tenant files, review monthly rent roll for accuracy and provide for supervisor review.
• Accurately compose own correspondence and spreadsheet documents as needed.
• Dispatch service calls, enter them into the work order software program and follow-up to ensure
• satisfactory completion.
• Lead regular property inspections as requested, prepare periodic inventory of building contents,
• provide appropriate follow-up, and assign work to service providers as needed.
• Set up new tenant lease files, maintain existing tenant files, track tenant insurance certificates for vendors and tenants (coverage amounts and compliance dates) and update tenant lists monthly.
• Assist with Tenant Relations, including but not limited to updating and maintaining the tenant handbook, order tenant move-in gifts, order holiday gifts and assist with planning of periodic tenant events, coordinate with Tenant Experience App provider.
• Coordinate tenant move-ins including disbursement of keys and access cards, establishment of new mail service, walk-through and all other tasks as required.
• Manage card access input and procedures for the property.
• Professionally interface with all levels of management, vendors, and tenants.
• Welcome visitors and clients in a professional, courteous, and helpful manner.
• Efficiently perform a variety of clerical functions including handling incoming calls, general office duties (faxing, filing, mailing, scanning, copying) front office reception (greets, directs, and answers questions from visitors).
• Schedule any maintenance required for office machines and computers.
• Order office and building supplies, business cards & stationery.
• Arrange courier, reprographics retrieval pick-ups.
• Complete monthly accounting tasks, including review of rent edits, accruals, and account payables.
• Assist property manager as needed with capital improvement and tenant improvement projects.
• Assist property manager as needed with monthly reporting, operating budgets and reconciliations.

Qualifications

• 4-year degree preferred.
• 10+ years of experience in Commercial Real Estate Property Management preferred.
• Excellent leadership and customer service skills with the ability to maintain a positive attitude and work both independently and as part of a team are a must.
• Dedication, multi-tasking, and attention to detail is required.
• MRI, Building Engines and Nexus or similar systems experience preferred.
• Knowledge of general accounting and financing.
• Ability to multi-task, work successfully under pressure, and effectively prioritize and manage time and workload to meet property and client needs.
• A desire to work within a diverse, collaborative, and professional environment.

The person in this position must be able to:

• Remain in a stationary position for 75% of the time working on a computer and attending virtual meetings.
• Occasionally move about the office to access file cabinets, office technology, and attend meetings etc.
• Travel to managed properties in the portfolio via automobile (hired or owned) as public transit to all
• properties is not available.

Compensation

• $75,000-$85,000 Annual Salary
• Annual bonus opportunity
• Full benefits
• 401k
• Unlimited paid time off

Divco West Services, LLC (“Company”), an equal opportunity employer, is committed to equal opportunity for all employees and applicants. The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law. We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Please review our company Privacy Policy regarding the use of any personal information you provide us at:

This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment. This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.

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