Assistant Property Manager - Commercial Retail Real Estate

About Us:

Shin Yen is a premier commercial real estate company with an extensive portfolio of properties in diverse regions. Our unwavering commitment to delivering outstanding services in property management, leasing, and investment has fueled our active expansion. In line with our growth, we are actively looking for experienced, detail-oriented individuals to join our team and contribute to our continued success.

Position Overview:

We are seeking an experienced Assistant Property Manager to support the day-to-day operations, financial performance, tenant relations, lease administration, and maintenance activities for a portfolio of commercial retail properties. This role serves as the primary support to the Property Manager and acts as a key liaison between tenants, vendors, contractors, accounting teams, and ownership representatives.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. Responsibilities include tenant and vendor coordination, accounts receivable follow-up, lease administration, budgeting support, CAM reconciliations, maintenance coordination, property inspections, compliance tracking, and financial reporting. The Assistant Property Manager will play an integral role in maintaining operational efficiency, ensuring lease compliance, supporting property financial performance, and delivering a high level of service to tenants and stakeholders.

This position requires strong working knowledge of commercial retail real estate operations, Yardi property management software, lease administration, tenant relations, vendor management, and property accounting processes. The Assistant Property Manager must be capable of independently resolving routine tenant and vendor matters while escalating significant lease, legal, financial, or operational issues to the Property Manager as appropriate. In the absence of the Property Manager, this individual may be required to serve as the acting representative for assigned properties and assist with emergency response, inspections, tenant communications, and operational oversight.

Key Responsibilities:

Property Operations & Portfolio Support

• Assist the Property Manager in overseeing the day-to-day operations of a portfolio of commercial retail properties, ensuring properties are maintained in accordance with ownership objectives and tenant expectations.
• Utilize Yardi property management software to maintain accurate property, lease, tenant, vendor, maintenance, and financial records.
• Support the implementation of operational initiatives, preventive maintenance programs, risk management procedures, and property improvement projects.
• Generate and distribute reports as needed, using Yardi software to track property performance metrics.
• Troubleshoot tenant service requests and operational issues, ensuring timely resolution and communication.
• Generate and distribute operational, leasing, maintenance, and financial reports as requested by management.
• Coordinate sending ACH and W-9 information to tenants upon request, ensuring compliance with regulations.
• Generate aging detail reports, identifying delinquent tenants, and provide insightful comments for Property Manager review.
• Support Property Manager with late fee reports and billing tasks in Yardi property management software.
• Assist the Property Manager with budgeting tasks and inputting data into Yardi for financial analysis.
• Assist re-forecasting for assigned properties, utilizing Yardi to track expenses, income, and variances.
• Support Property Manager with CAM estimates, CAM reconciliations, data entry, and preparation of tenant letters.
• Maintain active correspondence with tenants, lease administrators, accounting clerks, and managers regarding accounts receivable and other matters.
• Prepare tenant billbacks for management approval and maintain accurate records of billbacks.
• Serve as acting property representative during Property Manager absences, including emergency response, vendor coordination, tenant communication, and site inspections.
• Review broker commissions and ensure accuracy of commission calculations.
• Acquire monthly/annual gross sales reports from tenants and maintain accurate records of sales data.
• Prepare "welcome" packets for new tenants and assist with utility transfers as needed.
• Maintain lease files and documentation in Yardi, ensuring accuracy and compliance with lease terms and regulations.
• Coordinate lease abstracting and ensure key lease information is accurately entered into Yardi for reporting and analysis purposes.

Tenant Relations:

• Serve as a primary point of contact for tenants regarding operational matters, maintenance requests, billing inquiries, lease compliance issues, and property communications.
• Coordinate tenant move-ins, move-outs, lease renewals, lease amendments, assignments, estoppels, and other lease-related documentation.
• Maintain accurate lease files, lease abstracts, critical lease dates, and tenant contact information within Yardi.
• Monitor tenant compliance with lease obligations, insurance requirements, reporting requirements, and operational standards.
• Collect and maintain tenant sales reports, insurance certificates, and other required documentation.
• Prepare tenant correspondence, notices, default letters, billbacks, and other lease administration documentation for management review.

Vendor Management:

• Coordinate and oversee third-party vendors, contractors, engineers, day porters, landscapers, security personnel, and maintenance providers.
• Solicit bids, obtain proposals, prepare service agreements, and assist with vendor contract administration.
• Monitor vendor performance, service quality, insurance compliance, and contract requirements.
• Review and process vendor invoices in adherence to the annual budget, ensuring work is completed in accordance with approved contracts and scopes of work.
• Work closely with vendors and contractors to coordinate property maintenance and repairs, utilizing Yardi to track work orders, invoices, and vendor performance.
• Maintain active communication with day porters, security officers, and engineers to ensure smooth property operations.

Property Inspections and Maintenance:

• Conduct regular property inspections to assess maintenance needs, safety hazards, and overall property condition.
• Perform tenant interviews to evaluate operational concerns, identify property-related issues, and assess rent payment status and delinquencies.
• Analyze security reports for actionable items, ensuring a safe and secure environment for tenants and visitors.
• Coordinate with maintenance staff and vendors to address maintenance issues promptly, utilizing Yardi to track work orders and maintenance activities.

Administrative and Clerical Tasks:

• Maintain organized property records, vendor files, lease documentation, and operational tracking systems.
• Support monthly reporting, budgeting, forecasting, and portfolio management initiatives.
• Maintain accurate data within Yardi and other company systems.
• Perform additional duties and special projects as assigned.

Documentation and Compliance:

• Acquire tenant and vendor Certificates of Insurance (COIs) and verify insurance coverage according to landlord requirements.
• Assist with fire life safety programs, annual inspections, emergency preparedness procedures, and regulatory compliance requirements.
• Prepare and maintain property compliance documentation, safety reports, inspection records, and vendor agreements.
• Update tracking systems and upload COIs to shared drives for easy access.
• Code all incoming utility bills and vendor bills accurately for proper accounting.
• Assist with monthly reporting, budgets, and CAM reconciliations as assigned.
• Prepare service agreements for recurring or one-time projects and maintain accurate records of agreements.
• Prepare property safety inspection reports and ensure compliance.
• Administer required annual fire drills, ensuring tenants are fully informed and documentation is properly acquired and filed.

Property Maintenance and Management:

• Conduct routine property inspections to identify maintenance needs, safety concerns, lease compliance issues, and opportunities for operational improvements.
• Coordinate maintenance repairs, preventive maintenance programs, and tenant service requests.
• Review security reports, incident reports, and property observations to identify corrective actions and risk mitigation opportunities.
• Assist in the coordination of capital improvement projects, tenant improvement work, and property enhancement initiatives.

Qualifications:

• Bachelor's degree in Business Administration, Real Estate, Finance, Accounting, or related field preferred.
• 3–5+ years of commercial property management experience, preferably within retail shopping centers.
• Strong working knowledge of commercial lease administration, CAM reconciliations, budgeting, forecasting, and tenant relations.
• Proficiency in Yardi Voyager required.
• Experience with accounts receivable management, collections, tenant billbacks, and financial reporting.
• Understanding of retail shopping center operations, vendor management, and property maintenance.
• Ability to interpret commercial leases and identify lease compliance issues.
• Strong organizational, analytical, and problem-solving skills.
• Proficiency in Google Workspace and Microsoft Excel.
• Knowledge of HVAC, roofing, electrical systems, construction coordination, and capital projects preferred.
• Ability to manage multiple properties, priorities, and deadlines in a fast-paced environment.
• Professional communication skills with tenants, vendors, brokers, ownership, and internal stakeholders.

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Vision insurance

Work Location: In person