Assistant Manager, Operations - Office

Position Summary:

Assists the Manager / Senior Manager with the management of the property along with the leadership of assigned staff. Assists with assigned areas including the strategic, financial, and operational management of the properties.

Job Duties:

PROPERTY & CUSTOMER

• Responsible for directing resources to handle all customer requests and issues.
• Ensure customer insurance compliance.
• Maintain vacant space in projects to ensure they are in top condition for viewing by potential customers.
• Review and audit deal sheets and lease abstracts.
• Enforce the terms and conditions of the lease.
• Interface with other internal Irvine Company departments to ensure property maintenance of buildings is to our level of standard and work together to maintain and enhance customer satisfaction.
• Incident report filing, as necessary.
• Coordinate customer move-in and move-outs.
• Manage new suite construction, tenant improvement, restoration, and alterations process.
• Manage service providers to ensure top quality work is performed in compliance of the contract and in a timely manner.
• Ensure properties are maintained in a first class manner, which will distinguish Irvine Company projects from the competition.
• Respond to emergencies on the property and work with engineering to resolve.
• Implement customer service programs (program varies depending on region/portfolio).
• Provide initial review of recurring reports.

FINANCIAL

• Review and approve all invoices for expenditures.
• Prepare customer CAM estimates and year-end reconciliations.
• Manage financials to established budget and forecast. Provide monthly analysis and explanation of variances.
• Prepare and manage necessary paperwork for approvals.
• Manage accounts receivables to ensure timely collection of rent by following company policy for non-payment, and provide monthly accounts receivable comments; draft and issue legal notices.
• Develop and maintain detailed property budgets and forecasts on property expenses and capital expenditures.
• Prepare various monthly status reports.

MANAGEMENT/LEADERSHIP

• Co-create performance appraisals for appropriate staff.
• Lead by example – create a positive environment while embracing the company’s mission statement and customer service program.
• Understand respective market area, which includes having knowledge of competitive properties, local business conditions, and any other conditions that have an impact on the operation of the properties.
• Participate in portfolio wide special initiatives and projects.

Minimum Qualifications / Other Expectations:

• Excellent computer, communication, accounting/budgeting, organizational and customer service skills.
• Experience in a professional office setting, preferably in real estate or property management.
• Knowledge of property management and terminology.
• 3 plus years of experience in property/facilities management or 3 plus years of experience in related business management.