File Management Assistant Jobs in Arizona (NOW HIRING)

Who We Are:

Vestar is a nationally recognized leader in the acquisition, management, leasing, and development of retail real estate with a significant market share in the Western US. Vestar has over 30 million square feet currently under operation and management and has been acknowledged by both institutional and private-client investors as an industry leader.

Since its inception in 1989, Vestar has become synonymous with integrity and responsibility. As one of the leading privately held real estate companies in the western United States, Vestar acquires, develops, and manages retail and entertainment destinations of varying size and scale that serve as destinations and community focal points.

Summary/Objective: 

The position of the Assistant Property manager is primarily to assist their assigned Property Manager with all facets of the operation of the property.   The Assistant Property Manager’s level of involvement will be determined by the Property Manager to whom each assistant is assigned.  Specific responsibilities performed may vary according to the Property Manager’s direction.

Essential Functions:

• Performing periodic site inspections;
• Assist Property Manager in collection of delinquent rent and other charges.  It is expected that the Property manager will “undertake” any negotiations with severely delinquent tenants;
• Research and preparation of default letters;
• Common area maintenance reconciliation preparation. This will be done in conjunction with the property accountant and reviewed by the Property manager prior to sending;
• Coding of vendor invoices;
• Tenant account reconciliation’s and account adjustments;
• Initial preparation of certain components of monthly reports;
• Preparing draft lease abstracts for the Property Manager review;
• Assist Property manager in the preparation and collection of estoppel certificates;
• Prepare What’s Happening” notices for projects;
• Maintain updated service contracts for all properties;
• Maintain updated certificate of insurance information for tenants and contractors;
• Maintain updated records of real estate licenses;
• Maintain updated tenant and contractor lists;
• Track and implement rental increases with assistance from accounting and Property manager; 
• Assist Property manager in collection of gross sales information.
• Handle and track all work orders for their properties.

Competencies:

• Extremely detail oriented and organized;
• Able to take direction and work with minimal oversight;
• Enthusiastically dedicated to the fact that all of their efforts are in one-way or another productive of benefits;
• Understanding of the fact that in order to be effective they must devote their attention to a continuing flow of major and minor situations;
• Adaptability to frustration from details, even though these troublesome decisions may be assigned to others within the division;
• Possessed with a clean concept of essential accounting procedures, and although they may not be personally involved in the day-to-day processes, creates the framework and evaluates the results; 
• Able to maintain office records and files, which are available for ready reference; 
• Adaptable to change or improvements that will enhance the economy, efficiency and productiveness of every aspect of management performance;
• Self-disciplined to the point that they are unruffled by annoyances or disappointments which they accept as integral parts of their professional activities;
• Cheerful toward the owner/partners, employees, tenants and all others who come in contact with them in the conduct of business; 
• Pleasantly uncompromising when it comes to matters of established policy;
• Diplomatic and their lines of communication are always open; 
• Prompt to respond to all inquiries and makes certain their organization is always available to handle emergencies; 
• Integrity, honest and capable 
• An innovator and creator, uses their unique talents and skills to insure maximum income 

Required Education and Experience:

• 4-year College Degree Preferred
• 2-4 years’ Retail/Commercial Property Management Experience

Vestar is an equal opportunity employer. We celebrate diversity in our workplace and we hire the most qualified candidates without regard for age, ethnicity, gender, gender identity or expression, language differences, nationality or national origin, family or marital status, physical, mental, and developmental abilities (or the perception of a disability), genetic information, race, religion or belief, sexual orientation, skin color, social or economic class, education, work and behavioral styles, political affiliation, military service, caste, or any other characteristic protected by law. 

Eligibility:   Applicants must have valid work authorization that does not now and/or will not in the future require sponsorship of a Visa for employment authorization in the U.S. by Vestar.