Property Management Assistant

Overview

Assist with property management admin tasks, tenant relations, and office support.

Key Responsibilities

• yardi data
• invoice processing
• coi tracking
• vendor onboarding
• receivables
• utility tracking

Tasks

Update, maintain and distribute internal staff phone list, address lists and vendor lists. Prepare and mail memos, tenant letters and vendor letters for Property Management. Secure monthly sales reports from tenants and enter data in Yardi, obtaining reports from all stores required to report and submitting completed report no later the 20th of each month. Maintain current certificates of insurance for all tenants and vendors and track expirations. Provide assistance to Construction and Marketing Department as requested. Assist with submitting Contract Approval Forms, License Agreement Requests and track status. Foster spirit of respect, cooperation, and teamwork among co-workers. Order FedEx supplies, prepare labels and packages for pick up, distribute mail and packages as needed. Prepare accounting forms including manual bill forms, termination forms, open and close forms, tenant billbacks and write-off requests. Provide a positive first impression to all guests that visit or call the management office. Work closely with new tenants and USPS to set-up and coordinate mail delivery to the appropriate mailbox and maintain master keys in a secure location. Track and collect outstanding receivables by contacting tenants by email, mail or calls. Calculate late fees charged to tenants and create invoices and manual billing forms to charge fees. Track utilities on a monthly basis and assist with utility reconciliations. Coordinate set up of new vendors with required information including W-9, approved contracts, and COI, as needed. Provide excellent customer service to all customers including tenants, vendors, contractors and guests. Order and maintain office supplies while staying within budget. Answer incoming phone calls in a pleasant and professional manner, forward callers if necessary to the appropriate voice mail and/or take detailed messages. Maintain all Tenant Lease, Tenant Correspondence and Vendor files. Electronically file all documents received and distribute. Coordinate usage of Conference room and assist with conference/meeting setup. Ensure that all office equipment runs properly and arrange repairs for appliances, office equipment and phone issues as needed. Within Yardi, review all invoices against existing contracts, confirm work was completed with Operations Director and ensure correct coding. Work with vendors to resolve any discrepancies to ensure timely and accurate payment processing. Ensure percentage rents calculated are reflected on ledgers and provide timely collection. Prepare annual estimated charge letters and increased charges letters to tenants.

Requirements

• database
• yardi
• ms office
• property management
• customer service
• 10+ years

What You Bring

Ability to create, manipulate and maintain databases. Ability to organize and manage multiple projects. Strong attention to detail, time management skills and personal initiative are all required competencies. Strong grammatical skills. Ability to produce error-free documentation regarding spelling, grammar, and punctuation. Must be self-sufficient and able to operate independently. Must be able to work well with all levels of the organization. Must be able to adapt quickly to new work assignments and situations. Reliable, on-time attendance. Nature of work requires an ability to effectively communicate and exchange information, collect, compile, and prepare work documents, and operate standard business office equipment. Property Management or Shopping Center Management experience a plus. Minimum 10 years’ administrative experience in a fast paced, professional setting. Strong customer service skills with the ability to handle requests in a courteous, professional and timely manner. A strong team player with communication and decision-making skills. Strong computer skills (MS Word, Excel, Outlook, Power Point) including ability to learn and work within Yardi software program. Present self and CenterCal Properties in a professional manner in all customer communications and actions. Demonstrate effective conflict resolution and customer service skills for interaction with customers, tenants, and co-workers. At CenterCal Properties, our mission is to create world class retail and mixed-use environments that uplift communities. We stand as a beacon of innovation, quality, and inclusivity. Exciting opportunity to work in Long Beach, CA! The ideal candidate will be energetic, personable, flexible, loyal, reliable, organized, have administrative experience, and a minimum three years experience in a professional office setting. Only qualified candidates will be considered.

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Benefits

In addition to a competitive compensation package, CenterCal offers a comprehensive benefits package and company culture that offers flexibility, is collaborative, family-oriented and focused on the health and well-being of its strongest asset – all employees! -Unlimited PTO Plan -Flexible spending accounts and more! -Financial advisement services through the company’s 401k advisor. -401k plan - Under the Company’s current benefits package, eligible employees can begin participating after 90 days of employment. -Two paid community service days – one individual volunteer day and one company-sponsored. -Company paid holidays – all Federal holidays plus Juneteenth and the day after Thanksgiving and Christmas Eve. -Medical, dental, vision, short-term disability, long-term disability and a group term life benefit.

About Centercal Properties

-From its early years, it focused on placemaking—crafting gathering places with parks, plazas, art, events and curated retail. -Its portfolio spans California, Idaho, Oregon, Utah and Washington, featuring projects like The Village at Totem Lake, Bay Street Emeryville and Mountain View Village. -Often acquiring struggling malls, CenterCal transforms them—e.g., Totem Lake’s ‘Ghost Mall’ was demolished and reborn into a mixed-use gathering place. -Typical projects combine grocery anchors, restaurants, entertainment and residential, tailored to local community needs. -The company manages all development phases in-house—from acquisition and design to leasing and operations. -Recent standout: acquisition and overhaul of The Streets of Brentwood, partnering with Heitman to enhance its open-air lifestyle appeal.

Sector Specialisms