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Assistant Real Estate Manager

Company: J.F. Shea Family of Companies
Location: Aliso Viejo
Posted on: November 22, 2021

Job Description:

Job Scope

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 and lease contracts, general reporting duties and maintaining various databases. This position constantly strives for improvements in work processes and results to better meet internal and external customer expectations.

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.
  • Coordinates new tenant set up with accounting.
  • Assists in the coordination of tenant move in/out procedures. Sends out new tenant welcome letters with emergency contact form. Coordinates transfer of utility services as necessary for move-outs and move-ins.
  • Assists with Tenant Improvement related functions including invoice tracking, billing for overages, contracts, insurance certificates, building access and tenant coordination.
  • Receives and codes invoices for accounts payable. Coordinates with property accountant.
  • Assists the Real Estate Manager(s) in collection of rents and other amounts due.
  • Works directly with Real Estate Manager(s) in bidding process for all service contracts and maintenance work.
  • Lead on all tenant correspondence as directed by Real Estate Manager(s). Communicates in a timely and professional matter.
  • Works with Real Estate Manager(s) when transitioning new buildings or retail centers from the development stage.
  • 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 monthly reports, annual budgets, tenant sales reports, and other required tenant and property information.
  • Participates in weekly and monthly staff meetings.
  • Prepares vendor service contracts as directed.
  • Assists Real Estate Manager(s) in organizing events at the properties.
  • Participates in property inspections.
  • Acts on behalf of Real Estate Manager(s) in their absence, as needed.
    Technical/Professional Knowledge (Knowledge/Skills, Education, and Experience)
    • Effective written and oral communication skills; give clear direction and respond to inquiries.
    • Provide exceptional customer service, both internal and external.
    • Manage projects through planning, organizing, and coordinating tasks.
    • Time management and organization skills.
    • Proficient with Microsoft Office products (Word/Excel/Outlook), Adobe.
    • Bachelor's Degree (BA/BS) or equivalent strongly preferred.
    • 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

Keywords: J.F. Shea Family of Companies, Aliso Viejo , Assistant Real Estate Manager, Executive , Aliso Viejo, California

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