Overview

Job Position

Assistant Commercial Real Estate Manager

Department

Real Estate Services

Reports To

Real Estate Manager, VP: Director of Real Estate Services

Salary Rate

Based on Relevant Experience & Education

Hours

Monday-Friday, 8:30-5:30 (or as required)

Job Type

Full Time

Required Education

High School diploma, 2-3 years in course work towards an applicable degree preferred.

Required Experience

See Job Description for detail: 3 or more years preferred

Required License or Certification

Real Estate License (OR & WA)

About this Position

The Assistant Real Estate Manager (AREM) is assigned to a Real Estate Manager and a designated portfolio of properties and may become deeply connected to both.  Their joint responsibilities are considerable and the potential range of tasks can be daunting.  A smooth and harmonious coordination can be reached with seamless team work, 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 who will invest much time and expense in training AREMs, we will be seeking individuals whose professional goals include the desire to move through the ranks to Real Estate Manager, Senior Real Estate Manager, and beyond.

EDUCATION, EXPERIENCE, TRAINING/SKILLS REQUIRED

High school diploma

At least 2-3 years college course work in the areas of Business Management, Real Estate, Finance or related studies. Must be able to 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 (industrial, office and/or retail) including handling property maintenance and repair, tenant improvements, tenant complaints, contracts, lease administration and enforcement.

Must have a minimum of two years experience dealing with administrative tasks/functions.

Must have excellent verbal and written communication skills.

Must have a professional demeanor and strong interpersonal skills.

Must have excellent problem solving skills, analytical skills and be capable 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 like addition, subtraction, multiplication and division to measure financial issues. Ability to calculate figures and amounts such as discounts, commissions, interest and percentages.

Must have excellent organizational and prioritizing skills and the ability to multi-task.

Must demonstrate urgency in the timely completion of tasks.

Needs to possess a positive outlook with ability to stay organized and efficient under pressure.

Needs experience with Windows, Microsoft Word, Excel and have familiarity with property management software systems.

LICENSE/CERTIFICATE REQUIRED:

In order to prepare for eventual promotion to a Real Estate Manager position, must hold valid real estate Brokers’ License in Oregon and Washington, minimally, plus any other state in which we are required to do so.

Valid Driver’s License

Licensed, insured, and registered automobile

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 (or assist other staff in producing) 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 relationship 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” and maintain 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 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.

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