Assistant Property Manager

KG Investment Properties is a regional commercial real estate firm with locations in Washington, Oregon, and Northern California with over 23 million square feet under management. We are seeking a highly organized, friendly, and motivated Assistant Property Manager in our Portland management office. We offer competitive pay and benefits. Duties and skills needed are as follows:

This position supports day-to-day operations and management of a 16-building flex/office park and 4 industrial buildings totaling approximately 1.2M square feet. Duties include tenant relations, building operations, service contracts, and accounts receivable and payable. The ideal candidate would have previous commercial property management experience, be energetic, driven and have superior time management and multi-tasking skills. The office environment is fast paced and it’s necessary to manage frequent interruptions.

Job responsibilities include:

General

• Field all initial calls and tenant /vendor visits for Property Manager

Tenant Relations

• Serve as primary point of contact for tenant service requests, coordinate service calls with building engineers, follow up with tenants on status of requests and maintenance items and coordinate meetings.
• Respond to tenant requests promptly and assist in answering tenant questions and resolving tenant concerns.
• Assist in cultivating positive tenant relations, help in planning events, and visit tenant spaces.
• Conduct annual property inspections.

Insurance

• Track and maintain certificates of insurance for tenants and vendors, ensuring compliance with leases and service contracts.

Leasing

• Assist Property Manager with lease documentation and all related correspondence.
• Process all new tenant move-ins and move-outs from start to finish.
• Maintain tenant lease files, including all documentation related to tenant’s lease.
• Specifically prepare correspondence and lease-related paperwork. Track, copy and file documents and related functions.
• Monitor and maintain lease documents, track changes, maintain correspondence and files.

Accounting/Financial

• Prepare, issue and track all purchase orders.
• Code all property invoices for payment and get proper approvals. Verify accuracy on general ledger vs. budget. Maintain records and filing system.
• Assist with accounts receivable, review monthly rent-up, rent roll, and tenant statements for accuracy, track tenant payments, send and monitor tenant delinquencies and assist with collection calls as needed.
• Assist with preparation of annual budgets, CAM estimates and reconciliation, and monthly forecasts.
• Coordinate lease commission and capital invoice payments.
• Initiate and draft construction management fee and select lease commission invoices.
• Work with accounting and property manager to solidify numbers for amortization, depreciation, capital projects, and accruals.

Project Management

• Create operations calendar to track, coordinate and manage budgeted maintenance.
• Coordinate and manage small projects as well as assist PM with tenant improvement and construction projects.

Vendor Relations

• Identify and research vendors for specific tasks as needed. Coordinate the vendor selection process including interviews and scoring.
• Manage the RFP process.
• Prepare vendor contracts with direction.
• Assist in the development, tracking and maintenance of vendor budgets, lists, files, invoices, and contracts.
• Monitor, code and reconcile invoices to the original budget identifying changes in scope and fee.
• Communicate changes in a timely and accurate manner with the person responsible for the contract and accounting.
• Work with building engineers and vendors to resolve any issues.
• Input utility usage into Energy Star on a recurring basis for select clients.

Qualifications include:

• High School Diploma required, minimum two years of college or vocational education required.
• Minimum of two years’ experience in property management, or equivalent industry training.
• Oregon Real Estate Broker License is a plus.
• Ability to successfully perform multiple tasks, with possibility of interruptions, and to reprioritize work on a regular basis, along with the flexibility to respond to changing needs and requests.
• Ability to set own priorities to manage own time to meet deadlines with little or no supervision.
• Strong verbal and written communication skills. Ability to read, write, and speak English.
• Excellent customer service and interpersonal skills. Professional attitude and appearance.
• Excellent organizational talent with great attention to detail.
• Excellent skills in Excel, Word, Outlook and internet access; Windows-based software is required.
• Knowledge of MRI, Yardi, general accounting, and real estate software is a plus.
• General construction knowledge is helpful.

KG Investment Properties is an equal opportunity employer and offers competitive pay and benefits.

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Commercial Property Management: 2 years (Required)

Work Location: In person