Assistant Real Estate Manager

Job Scope

Rare opportunity to join the commercial real estate management team of a development company based in Orange County managing Class A properties in Southern California. This Assistant Real Estate Manager provides support to the Real Estate Manager(s) and performs duties associated with the day-to-day operations of the department. Typical duties include providing customer service, preparing and tracking service contracts, general reporting duties and maintaining various databases for a portfolio of commercial real estate properties (Retail, Office, Industrial). This position constantly strives for improvements in work processes and results to better meet internal and external customer expectations. The hourly annualized pay rate range for this position is $60,000 - $68,000 and is also eligible to participate in the annual discretionary bonus plan. JF Shea offers a competitive benefit package including PTO, paid holidays, medical, vision, 401K, disability, life insurance, discounted apartment (based on availability).

The Assistant Real Estate Manager, as with all Shea team members, is expected to conduct himself/herself in a professional manner that is consistent with Shea Core Values and the Business Ethics, Employee Conduct and Confidentiality policies.

Job Duties

• Answers incoming telephone calls from internal and external customers. Responds to and directs requests as appropriate.
• Tracks tenant maintenance requests for completion and follows up with tenants to ensure thorough customer service.
• Maintains complete and accurate property file records.
• Assists in the coordination of tenant move in/out procedures. Creates new tenant handbooks. Coordinates transfer of utility services as necessary for move-outs and move-ins.
• Coordinates Tenant Improvement related functions including invoice tracking, billing for overages, contracts, insurance certificates, building access and tenant coordination.
• Coordinates with property accountant to ensure smooth payment and accounting processes occur. Receives and codes vendor/supplier invoices for accounts payable.
• Assists with building access, tenant coordination, and tenant correspondence as directed by Real Estate Manager(s). Communicates in a timely and professional manner.
• Receives and codes invoices for accounts payable.
• Assists in collection of rents and other amounts due.
• Works directly with Real Estate Manager(s) in vendor bidding process for all service contracts and maintenance work.
• Assists with scheduling standard maintenance requirements such as fire inspections and storm water treatment.
• Works with Real Estate Manager(s) when transitioning new buildings or retail centers from the development stage.
• Assists with insurance certificate collection and tracking for tenants and vendors.
• Updates and maintains vendor lists, tenant lists, tenant certificates of insurance log, and property key/access control system.
• Assists Real Estate Manager(s) in preparation of tenant sales reports and other required tenant and property information.
• Participates in weekly and monthly staff meetings.
• Prepares vendor service contracts as directed.
• Participates in property inspections. Travel to properties required.
• Acts on behalf of Real Estate Manager(s), in their absence, as needed.
• Performs other related duties as assigned.

Technical/Professional Knowledge (Knowledge/Skills, Education, and Experience)

• Effective written and oral communication skills; able to give clear direction and responds to inquiries.
• Provide exceptional customer service, both internal and external.
• Manages projects through planning, prioritizing and coordinating tasks.
• Time management and organization skills.
• Proficient with Microsoft Office products (Word/Excel/Outlook), Adobe. Yardi experience preferred.
• Bachelors’ Degree (BA/BS) or equivalent.
• Previous experience as a property management assistant preferred.

Work Environment

The Assistant Real Estate Manager works in a professional office environment and interfaces with external/internal customers, tenants, and vendors on a regular basis. Hours are usually Monday through Friday from 8 a.m. – 5 p.m. However, the Assistant Real Estate Manager should be flexible with availability depending on the needs of the department, including being on call for after-hours emergencies.

Physical Requirements

While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands, reach with hands and arms, stoop, kneel, talk, hear, and use a telephone and personal computer. May be required to lift and/or move up to 25 pounds. Must be able to occasionally drive during the course of work.

Shea Properties is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

EOE/M/F/D/V