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You will be updated with latest job alerts via emailThis is a fully onsite role based in Chino and our client provides excellent PPO for medical dental and vision 100% paid by the company.
Property Management Support
o Assisting the property manager in overseeing daytoday operations of commercial retail properties
o Utilizing Yardi property management software to maintain accurate and uptodate property records including leases tenant information financial data and maintenance records
o Generating and distribute reports as needed using Yardi software to track property performance metrics
Tenant Relations
o Serving as a primary point of contact for tenants addressing inquiries concerns and requests in a timely and professional manner
o Coordinating lease renewals lease amendments and tenant moveins/outs ensuring all documentation is accurate and updated in Yardi
Vendor Management
o Serving as the primary point of contact for all tenants vendors visitors and other stakeholders
o Preparing tenant bill backs for management approval and maintain accurate records of bill backs
o Maintaining tenant contact information for emergencies accounts payablerelated matters and leaserelated matters
o Maintaining active correspondence with tenants lease administrators accounting clerks and managers regarding accounts receivable and other matters
o Assisting tenants with maintenance/service calls by coordinating with appropriate contractors obtaining estimates preparing contracts and processing invoices
o Maintaining active communication with day porters security officers and engineers to ensure smooth property operations
o Working closely with vendors and contractors to coordinate property maintenance and repairs utilizing Yardi to track work orders invoices and vendor performance
o Processing vendor invoices and ensure timely payment reconciling invoices with budgetary constraints as necessary
Financial Management
o Assisting in budget preparation and financial forecasting for assigned properties utilizing Yardi to track expenses income and variances
o Monitoring tenant accounts receivable and assist in collection efforts as needed utilizing Yardi to track payment histories and delinquencies
Lease Administration
o Preparing lease amendments assignments and license agreements for managers review and modification ensuring compliance with lease terms and regulations
o Reviewing broker commissions and ensure accuracy of commission calculations
o Acquiring monthly/annual gross sales reports from tenants and maintain accurate records of sales data
o Preparing "welcome" packets for new tenants and assist with utility transfers as needed
o Maintaining lease files and documentation in Yardi ensuring accuracy and compliance with lease terms and regulations
o Coordinating lease abstracting and ensure key lease information is accurately entered into Yardi for reporting and analysis purposes
Property Inspections and Maintenance
o Conducting regular property inspections to assess maintenance needs safety hazards and overall property condition
o Coordinate with maintenance staff and vendors to address maintenance issues promptly utilizing Yardi to track work orders and maintenance activities
Administrative and Clerical Tasks
o Managing files including tenant and vendor documents ensuring accuracy and accessibility
o Updating documents and maintaining recordkeeping in data management systems such as Yardi
o Handling mail and correspondence as requested
o Issuing notices to tenants regarding scheduled work onsite lease violations accounts receivable and reporting
o Answering and redirecting incoming calls to appropriate parties
o Updating vendors with bill payment status and maintain organized vendor files
o Organizing workroom/office space and order necessary supplies for daily operation
Documentation and Compliance
o Acquiring tenant and vendor Certificates of Insurance (COIs) and verify insurance coverage according to landlord requirements
o Updating tracking systems and upload COIs to shared drives for easy access
o Coding all incoming utility bills and vendor bills accurately for proper accounting
o Assisting with monthly reporting budgets and CAM reconciliations as assigned
o Preparing service agreements for recurring or onetime projects and maintain accurate records of agreements
o Preparing property safety inspection reports and ensure compliance with safety regulations
o Administering required annual fire drills ensuring tenants are fully informed and documentation is properly acquired and filed
Property Maintenance and Management
o Acting as a substitute for the manager at all times especially during emergency onsite visits and moveout inspections
o Maintaining all tracking platforms and mechanisms as required by the manager ensuring accurate and uptodate records
o Performing other duties as assigned to support property management objectives
Full Time