Job Summary:
The APM works with St. John Properties personnel, tenants, contractors, vendors and the general public to manage and/or assist his/her property, portfolio and fellow Property Managers. The APM is on call 7 days a week and 365 days a year to respond to emergencies. The APM must be very familiar with the tenants, the building and know what the Landlord and tenant lease requirements are and enforce such requirements. The APM’s number one priority is to build value within their portfolio by exercising the following duties:
Job Duties:
Tenant Retention and Satisfaction
Make regular visits to all tenants to address any problems and build good relations with tenants at all buildings. The APM, in coordination with their assigned Property Manager(s) will visit all tenants at least 2 times per year; once between January 1 and June 30 and once between July 1 and December 31, as part of the tenant retention and outreach program; visit all new tenants or existing tenants who renew, within one week of their move in date; visit all expiring tenants six (6) months prior to expiration to understand and address any open issues prior to renewal discussions. Additionally, tenant problems or complaints will be brought to the attention of the Senior Vice President of Property Management
The APM, in coordination with their assigned Property Manager(s) shall respond to all tenant problems or complaints within one (1) hour of any service call and no later than three (3) hours of the service call or contact by tenant. All tenant calls, shall be followed up on to ensure prompt and complete tenant satisfaction.
The APM shall make themselves aware of tenant maintenance calls made to Tenant Maintenance Coordinators.
Revenue and Expenses
The APM shall assist their PM(s) with and monitor the work of the Lease Administrators to ensure that the Lease Administrators bill tenants correctly for CAM, taxes, insurance and other services provided, collect all rents due from tenants and enforce all lease requirements.
-
Work with Lease Administrators to monitor tenant payments and help with timely collection of all open balances. Continually negotiate, bid and supervise all service contracts for the properties to ensure that we are receiving the best possible service at the most competitive market price at the highest level of quality. Follow and exercise scheduled budget expenses.
Review and approve all invoices and purchase orders. Administer prompt payment to vendors or contractors for products or services rendered. Research all problem invoices to provide an expeditious solution. Research all utility invoices and spread sheets for problems, trends and accuracy.
Physical Building
Working with the Director of Property Managers and their PM(s), the APM shall identify, evaluate and implement capital and operating projects for the properties as they are planned. Solicit specifications and proposals for minor and major improvements based on the budget schedule. Recommend and implement improvements to increase value by reducing expenses and or increasing income.
Perform semi-annual building evaluations for each building and work with the Senior Vice President of Property Manager(s) to review problems and opportunities and to improve the property’s value. Each building evaluation will be set on a schedule for completion and periodic review.
Conduct housekeeping, safety, security and night inspections on a monthly basis to ensure the
Properties and buildings are well lit, clean, and safe for the tenants and general public.
As needed fill out incident reports and insurance claim reports to be filed with the Firm
Administrator and submitted to the insurance adjuster.
Assist PM(s) in inspecting all vacant spaces on a weekly basis. Spaces must be clean and present an excellent first impression to prospective tenants.
Leasing
The APM shall assist their PM(s) in inspections of all vacant spaces within 48 hours of the tenant vacating, fill out a vacancy report and commence preparation of space(s) for leasing.
Personnel
Work harmoniously with the Director of Property Managers, Lease Administrators and Tenant Maintenance Coordinators to be aware of all maintenance, financial and tenant issues.
Administrative
Send out correspondence as needed to confirm and follow up on actions as well as memos to tenants in various buildings to communicate information on a regular basis.
Meet biweekly with Property Managers and Lease Administrators to review AR aging reports.
Working with PM’s, prepare and submit annual expense budgets each Fall by calling all service contractors and soliciting prices by October 31, of each year for the coming year. Additionally, assist the PM(s) in soliciting 3 bids from all service contractors that have indicated they will increase their rate for the next year.
Financial
Review and fully understand each property’s expenditures each month and operate each property within the budget. Discuss budget variances with the Senior Vice President of Property Management on a quarterly basis.
Roles and Responsibilities:
The Assistant Property Manager is responsible for overseeing all operations of their portfolio. This role requires the ability to work with all employees within St. John Properties.
Job Qualifications:
*Regular attendance is an essential function of the job.