Customer service is the key to the success of our Team and it starts with the Assistant Real Estate Manager.
REQUIRED EDUCATION: High School diploma, 2-3 years in course work towards an applicable degree preferred
REQUIRED EXPERIENCE: 3 or more years preferred
REQUIRED LICENSE OR CERTIFICATION: Real Estate License (OR & WA)
REPORTS TO: Real Estate Manager, Lead Real Estate Manager
SALARY RATE: 40-75K depending on experience & credentials; competitive benefits
DEPARTMENT: Real Estate Services
HOURS: Monday-Friday, 8:30-5:30 (or as required); hybrid environment after 90 days
ABOUT THIS POSITION
The Assistant Real Estate Manager (AREM) is assigned to a Real Estate Manager and a designated portfolio of properties. Their joint responsibilities are considerable, and a smooth coordination can be reached with seamless teamwork, respect, loyalty, and open communication. Customer service will be the key to the success of this position and the Team: to the client, the tenants, the vendors, as well as the cross-departmental co-workers who will join you on your portfolio. Greatest success in meeting the requirements of this position will be found by those who can communicate well and are capable of coordinating their work with others. As a company that invests time and expense in training AREMs, we seek individuals whose professional goals include the desire to move through the ranks to Real Estate Manager, Senior Real Estate Manager, and beyond.
ESSENTIAL FUNCTIONS/TASKS
- Assist Real Estate Manager in management of properties and provide a variety of administrative and clerical functions in support of Real Estate Services staff.
- Participate in budget preparation and execution, prepare statistical analysis as requested.
- Oversee building operation management.
- Coordinate facility maintenance and repair.
- Monitor and provide resolution with regard to tenant relations.
- Monitor vendor RFP's, proposal evaluations, and contractor performance.
- Help maintain lease administration as necessary.
- Review daily security reports and initiates follow-up actions as appropriate.
- Assist with move-in/move-out procedures as needed.
- Assist Real Estate Manager with collection of overdue payments from tenants.
- Draft, proof and/or finalize correspondence for assigned Real Estate Managers as needed.
- Use various software packages and other aids to produce accurate documents, presentation materials, charts, and graphics with established deadlines.
- Organize, research and gather required data for documents, presentations, etc.
- Handle departmental mailings in a timely manner.
- Maintain formal files on managed properties.
- Transcribe and finalize documents as needed.
- Maintain relationships with all tenants, ensuring consistent application of property policies.
- Maintain relationships with other departments within the company, including accounting, construction management, and technology.
- Maintain relationships with vendors and property management staff. Interactions usually involve information exchanges, providing work direction, and dealing with problem resolution for tenant concerns.
- May provide work direction to building engineers, day porters, vendors, and other office staff.
- Prepare and maintain a “Project Book” for each assigned property which provides information on buildings, utilities, contractors, contracts, emergency procedures, and other information useful to the operation of the properties.
- Prepare annual budgets and business plan for assigned properties.
- Prepare weekly or monthly reports for assigned properties and other reports which may be required.
- Review operating statements for accuracy and resolve discrepancies with accounting including variance explanations as required.
- Develop and implement a tenant relations program in coordination with the portfolio team.
- Respond to and resolve tenant complaints on assigned properties in a timely and professional manner.
- Administer tenants’ compliance with the terms of the lease.
- Implement rent collections procedures to obtain timely collection of rent.
- Maintain Work Order Log Book and related work orders.
- Maintain all project files in current order.
EDUCATION, EXPERIENCE, TRAINING/SKILLS REQUIRED
- High school diploma
- At least 2-3 years college course work in Business Management, Real Estate, Finance or related studies. Must show progressive status toward the completion of a 4+year Bachelor’s degree, or a suitable alternative.
- 3-5 years experience in property management of commercial real estate including handling property maintenance and repair, tenant improvements, tenant complaints, contracts, lease administration, and enforcement.
- Minimum of two years experience dealing with administrative tasks/functions.
- Excellent verbal and written communication skills.
- Professional demeanor and strong interpersonal skills.
- Excellent problem-solving skills, analytical skills and capability of handling multiple tasks.
- Ability to read, analyze and interpret technical procedures, governmental regulations, and business reports.
- Ability to write business reports and correspondence.
- Ability to perform math functions to measure financial issues, including calculating figures and amounts such as discounts, commissions, interest, and percentages.
- Excellent organizational and prioritizing skills with the ability to multi-task.
- Demonstrate urgency in the timely completion of tasks.
- Possess a positive outlook with the ability to stay organized and efficient under pressure.
- Experience with Windows, Microsoft Word, Excel and familiarity with property management software systems.
LICENSE/CERTIFICATE REQUIRED
- Must hold valid real estate Brokers’ License in Oregon and Washington, minimally, plus any other state in which required.
- Valid Driver’s License
- Licensed, insured, and registered automobile
- Covid-19 vaccination required
MISCELLANEOUS
This job description does not imply that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instruction and to perform any other job-related tasks requested by their supervisor.
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