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Assistant Property Manager - Durham, NC

The Organization:

Self-Help is a leading national community development financial institution headquartered in Durham, NC. Since 1980, Self-Help has provided $8.5 billion in financing to 159,000 families, individuals and businesses. It helps drive economic development and strengthen communities by providing responsible financial services; lending to individuals, small businesses and nonprofits; developing real estate; and promoting fair financial practices across the nation. The Self-Help family of nonprofit organizations includes Self-Help Credit Union, Self-Help Federal Credit Union, Self-Help Ventures Fund and the Center for Responsible Lending. Through its credit union network, Self-Help serves over 150,000 people in North Carolina, California, Chicago, Florida and South Carolina. Learn more at www.self-help.org, www.self-helpfcu.org and www.responsiblelending.org

 

Role Overview:

Under the direction of the Property Manager, the Assistant Property Manager supports the effective administration of policies and procedures ensuring well-managed, well-maintained Self-Help owned properties to meet mission by providing good customer service to tenants and financial objectives to maximize returns on investment-grade real estate assets. This position carries responsibility for property management activities for commercial real estate properties including lease administration, billing and collections, assist with annual budget preparation, coordinating tenant service requests and tenant relations, tenant move-in and move-out, and other administrative duties as necessary.

 

Essential Responsibilities:

 

  • Work closely with the Property Manager in completing the day-to-day operational management of commercial buildings and residential lots consistent with policies and procedures, approved budgets, business plans and management direction.
  • Manage access control systems used throughout the commercial portfolio and track access cards and building keys issued to tenants and Self-Help staff.
  • Support tenant-focused relationship programs, tenant requests and processes that meet or exceed building occupant expectations and consistent with lease parameters.
  • Assist Property Manager with work order requests including entering, tracking and closing out requests in the tenant work order system and communicating with tenants and maintenance team about progress and completion of work.
  • Maintain knowledge of all service agreements, selected contractors and suppliers, help provide quality-control oversight, measure compliance to contractual standards and assist Property Manager with coordination of services and communication between owner, tenants and third-party service providers.
  • Assist with move-ins and move outs, including make ready of spaces, new tenant welcome letter, receipt and return of security deposits and certificates of insurance.
  • Participate in the preparation of the annual property budgets.
  • Perform lease administration duties including lease abstracts for new leases, renewals and amendments and perform routine lease administration updates and system maintenance in Yardi Voyager software system. Generate necessary reports from the system to monitor status of lease terms.
  • Run monthly commercial billing reports and revised billing for all tenant charges and submit to Accounting and Finance team for review and posting.
  • Run monthly delinquency reports on the 5th and 10th of each month and report any past due balances to Property Manager. Assist in placing calls and sending notices when rent is delinquent; assess late fees as appropriate and charging fees.
  • Serve as back up to the Real Estate Accounting Administrator with AP and AR job functions during extended absence from the workplace.
  • Work cooperatively with Leasing Manager and Finance and Accounting team to ensure accurate tenant records, including rent charges and billing records.
  • File and maintain data system for commercial real estate documents, including but not limited to contracts, correspondence, resource files, leases, etc.
  • Assist with preparing legal correspondence including demand and default letters.Serve and properly file lease tenant correspondence as necessary.
  • Assist with special projects.
  • Act as a change agent to drive Self-Help’s economic inclusion initiatives by integrating supplier diversity and the use of businesses owned by women and people of color in third party contracting and vendor management for relevant products and services
  • In roles not noted above, be trained to be a back-up for Property Manager and Real Estate Accounting Administrator when needed.
  • Perform other duties as may be deemed necessary.

 

Credentials, Experience and Skills:

  • Bachelor’s degree or equivalent and 3 years of commercial real estate administrative experience, with prior property management experience preferred.
  • Knowledge of commercial property management practices and procedures required.
  • Strong commitment to our mission – creating economic opportunity for traditionally underserved communities.
  • Preference for working in organizations that place priority on teamwork and collaboration.
  • Strong written and verbal communication skills.
  • Excellent interpersonal skills.
  • Excellent customer service skills and comfortable meeting and talking with people.
  • Keen attention to detail.
  • Comfortable in a diverse work environment.
  • Ability to independently plan and prioritize time and work flow.
  • Ability to form and maintain strong relationships with internal and external customers.
  • Ability to initiate and juggle multiple projects and work independently to meet deadlines, goals and objectives.
  • Knowledge of administrative and operational procedures and systems typical in a commercial property management organization.
  • Mathematical skills including calculating figures and amounts such as future rent escalations, CPI, TICAM reconciliations, interest, commissions and having an understanding of income and expense statements.
  • Proficiency with Microsoft Word, Excel, Outlook, and Office 365 as well as high level of comfort in using real estate software systems.
  • Experience with Yardi Voyager preferred.
  • Ability and willingness to work overtime and/or travel may occasionally when needed.

Physical Requirements:

 

Frequently requires use of manual dexterity and repetitive motions, primarily with the wrists, hands, and/or fingers.  Must be able to occasionally lift and exert force of up to 40 pounds.

 

Compensation: 

 

Competitive nonprofit compensation, based on experience, plus a generous benefits package.

 

Application:

 

To apply, send resume and cover letter, describing why you are a fit for this position, to hiringmanager@self-help.org. Please include the position title as the subject.  The position will remain posted until filled.

 

Self-Help is committed to providing equal employment opportunities to all persons regardless of race, color, class, age, gender, religion, disability that can be accommodated, marital status, ancestry, nationality, family status or sexual orientation.