Assistant Property Manager / Tenant Services Coordinator

<h3><strong>About the Role</strong></h3><p>We are seeking a <strong>highly organized and detail-oriented Assistant Property Manager / Tenant Services Coordinator</strong> to support our commercial property management operations. This role requires experience in <strong>property management</strong> (commercial preferred, but residential experience will be considered). The ideal candidate will be skilled in lease administration, vendor coordination, work order tracking, and financial reporting.</p><p>This is a <strong>behind-the-scenes role</strong>, primarily handling communications via email, managing property operations, and assisting property managers with financial and administrative tasks.</p><p></p><h3><strong>Key Responsibilities</strong></h3><ul> <li><strong>Lease &amp; Tenant Management:</strong></li> <ul> <li>Review and prepare <strong>commercial lease abstracts</strong> for internal reference.</li> <li>Track and maintain <strong>Certificates of Insurance (COIs)</strong> for vendors and tenants.</li> <li>Draft and send <strong>email communications and formal letters</strong> to tenants.</li> <li>Track <strong>annual rent increases</strong> and prepare notifications accordingly.</li> </ul> <li><strong>Work Order &amp; Vendor Coordination:</strong></li> <ul> <li>Assist in scheduling and coordinating work orders for <strong>6–8 building engineers</strong>, ensuring timely completion.</li> <li> <strong>Enter work orders into Yardi</strong> and follow up to ensure tenant requests are addressed professionally.</li> <li>Oversee the <strong>new vendor and tenant setup process</strong> in company systems.</li> <li>Prepare contracts for third-party vendors.</li> </ul> <li><strong>Financial &amp; Administrative Support:</strong></li> <ul> <li> <strong>Invoice coding for payables</strong> to ensure timely vendor payments.</li> <li> <strong>Monitor monthly accounts receivable</strong> to track rent payments and outstanding balances.</li> <li>Assist property managers in preparing <strong>annual operating budgets</strong>.</li> <li>Gather <strong>bids and proposals</strong> for <strong>Capital Expense (CapEx) projects</strong> (roofing, asphalt, painting, HVAC replacements) and <strong>non-CapEx repairs</strong> (landscaping, plumbing, electrical, etc.).</li> </ul> <li><strong>Technology &amp; Reporting:</strong></li> <ul> <li>Utilize <strong>Excel and SharePoint</strong> for tracking and reporting tasks.</li> <li>Maintain accurate records and assist with research and special projects as required.</li> </ul> </ul><p>This is a 100% Remote Job</p><p>Full time</p><p>$5/hr</p><p><strong>Requirements</strong></p><h3><strong>What We’re Looking For</strong></h3><ul> <li><strong>Experience:</strong></li> <ul> <li> <strong>Property management experience required</strong> (commercial preferred, but residential experience will be considered).</li> <li>Experience using <strong>Yardi</strong> or similar property management software is a plus.</li> </ul> <li><strong>Skills &amp; Competencies:</strong></li> <ul> <li>Strong organizational and multitasking abilities.</li> <li>Excellent written communication skills (for tenant and vendor correspondence).</li> <li>Proficiency in <strong>Excel, SharePoint, and Microsoft Office Suite</strong>.</li> <li>Ability to <strong>obtain bids, track expenses, and manage property maintenance requests</strong> efficiently.</li> </ul> <li><strong>Personal Attributes:</strong></li> <ul> <li>Detail-oriented with a proactive approach to problem-solving.</li> <li>Strong ability to <strong>work independently</strong> and meet deadlines.</li> <li>Professional and reliable, with excellent follow-through on tasks.</li> </ul> </ul>