Administration Assistant Jobs in Boca Raton, FL (NOW HIRING)

Summary:

The Assistant Property Manager supports the management team of a commercial office property in areas including financial and lease administration, operations, tenant relations, vendor contract administration, construction project administration and tenant improvement management.

The Assistant Property Manager also has organizational duties such as liaising with tenants, collecting rent, doing basic bookkeeping, organizing property tours and overseeing facility maintenance. You will also be responsible for evaluating service applicants and negotiating contracts.

Essential Responsibilities:

Financial Administration

• Assist with tenant renewals, expansions and contractions including coordination of move-ins and move-outs
• Assist with the development and administration of an operating budget and capital improvement budget for the property
• Assist with monitoring expenses and operating within the parameters of the approved budgets and reporting/explaining variances accordingly
• Assist with the daily financial management of the property with specific attention to accounts receivable, accounts payable, and all necessary financial records and files
• Assist with forecasting of income and expenses to ensure adequate cash flow and reserves
• Ability to review and comprehend operating expense reconciliations

Lease Administration

• Assist with abstracting new leases and/or amendments
• Ability to read and interpret lease documents
• Administer all tenant leases and assure compliance of lease provisions
• Responsible for timely collection of all rents
• Advise Senior Property/Property Manager if rent delinquency response is required
• Assist with reconciling, billing, and collecting tenant escalations
• Responsible for obtaining tenant insurance certificates
• Interface and maintain positive relationship with leasing agents and brokers as required

Operations

• Assist Property Manager with daily operations of the properties to assure quality standards are maintained; Perform regular inspections
• Direct maintenance staff on maintenance programs relating to the condition and appearance of the property
• Recommend and/or approve alterations and maintenance as necessary to Property Manager
• Assist with developing and implementing a property manual including security and emergency policies
• Assist with developing weekly/monthly updates, summaries and reports as required for property activities and tenant relations

Tenant Relations

• Maintain a helpful, courteous, and professional relationship with the tenants and their staff at all times; Use diplomacy in dealing with difficult tenants
• Assist with development and implementation of tenant retention program
• Ensure work orders are completed in a timely and thorough manner
• Coordinate tenant move-ins and move-outs as well as walk spaces with tenants and tenant improvement department

Vendor Contract Administration

• Select outside contract services, vendors, and negotiate service agreements; Monitor daily vendor performance to assure full compliance with standards within service agreements
• Review and code invoices via AP system in a timely manner
• Ensure vendor compliance with insurance requirements

Construction Project and Tenant Improvement Management

• Assist Senior Property/Property Manager to oversee construction projects from start to finish including creating and maintaining organized construction files
• Assist with processing capital invoices and draw requests as needed
• Ensure construction management fee is processed and job is closed

Qualifications

• Minimum of 3 years' experience in commercial property management
• Proficiency in Microsoft systems (Word, Excel, and Outlook)
• Excellent written and verbal communication skills, supported by strong analytical and interpersonal abilities.
• Purpose-driven with a sense of urgency
• Proficient in AP software and accounting platforms (MRI and Nexus)
• Demonstrated commitment to customer service and a track record of exceeding customer expectations
• Self-starter with highly effective independent work skills that can function effectively within a team environment
• Excellent time management and organizational skills with a proven ability to meet deadlines
• Ability to work collaboratively within a diverse team
• Capable of delivering results on time, on budget
• Project Management experience: Working knowledge of construction process, invoice processing and terminology
• Develop and maintain business relationships through membership and participation in professional, industry/trade and civic organizations

Other

• Must successfully complete background screening