Assistant Property Manager

Tbwa Chiat/Day Inc • Chicago, IL, United States • $200k - $250k / year • 1w ago

Lincoln Property Company does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by Lincoln Property Company to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that Lincoln Property Company will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity. At this time, we are not working with any agencies.

The Assistant Property Manager will be responsible for day-to-day oversight of all tenant correspondence, administration of tenant lease agreements, billing and collecting tenant receivables (AR), processing and filing invoices (AP), preparing monthly and quarterly reports, assisting in annual budget preparation, event planning, vendor correspondence and assisting the General Manager with special projects as necessary.

Responsibilities:

General Administrative Duties

Oversee day to day office communication
Maintain office supply inventory
Draft memos and correspondence
Monitor and enter tenant work tickets in online work order system
Organize lease, vendor and building files
Oversee tenant work order system
Maintain office contact list including tenant contacts, management office contacts and emergency contacts
Update office calendar for building, accounting, and other project specific deadlines
Adhere to SOC guidelines for all listed duties

Assist the General Manager

Conduct routine building inspections Liaison with janitorial staff and vendor
Maintain tenant relations and coordinate quarterly tenant meetings
Manage tenant move in and move out process
Assist with touring available space to prospective tenants upon request
Assist in annual budget preparation package

Process Accounts Payable

Adhere to the accounting deadlines to ensure no delinquent payments
Code and enter all invoices with the correct expense code using the approved budget
Ensure that each invoice is valid
Ensure vendors are registered in Avid Pay & MRI
Maintain AP files for all vendors

Process Accounts Receivables/Collections

Use lease abstract to setup tenant billing in the accounting system
Deposit daily receipt of tenant rent payments and enter in accounting software
Close out and bill tenant work orders
Create and deliver monthly rental statements to tenants including work orders
Run delinquency reports and follow-up with tenants on payment status

Lease Administration

Review the abstracted lease agreements
Input abstracted information into accounting system for billing and tracking
Update contacts, lease dates, billing information, insurance dates for monthly report generation
Order tenant suite signage, tenant gift in coordination with move
Maintain capital expenditure and tenant improvement records to create construction management invoices
Maintain both original lease agreements/amendment documents in secure safe and all tenant lease files in electronic database

Monthly Reports

Prepare month-end reports
Prepare month-end accruals and expense variances
Ensure monthly and quarterly client reports include variance comments, capital variances, and executive summary updates

Desired Competency, Experience and Skills:

Bachelor’s Degree preferred or equivalent combination of education, training, and experience. Commercial real estate experience preferred
Proficiency in Microsoft Suite (Word, Excel, Outlook, and PowerPoint) is required
Knowledge/Experience with other software applications such as MRI, Yardi, and Kardin is a plus
Strong written and verbal communication skills
Strong customer service and people skills
Ability to multi-task, prioritize, and complete assigned duties
Excellent time-management and general organization skills

About Lincoln Property Company

Lincoln Property Company (“Lincoln”) is one of the largest private real estate firms in the United States. Offering a fully integrated platform of real estate services and innovative solutions to owners, investors, lenders and occupiers, Lincoln supports the entire real estate lifecycle across asset types, including office, life science, retail, industrial, data center, production studio, healthcare, government, universities, and mixed-used properties, throughout the United States, United Kingdom, and Europe. Lincoln’s combined management and leasing portfolio on behalf of institutional clients includes more than 510 million square feet of commercial space. In addition to providing third-party real estate services, Lincoln has completed over 150 million square feet of development since its inception in 1965 and has another $20 billion currently under construction or in the pipeline. For more information, visit: www.lpc.com.

All job offers are contingent on completion of a background check and proof of eligibility to work in the United States.

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