Assistant Property Manager

Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Cambridge, Washington DC, Austin, and New York City. Known for our long-standing relationships and track record of success in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach.

DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Summary

DivcoWest is looking for an experienced Assistant Property Manager who will work out of our property management office in Menlo Park, CA. The Menlo Park property includes both the Commons and part of The Sand Hill Collection (SHC). The Commons and SHC represent about 55% of the office inventory along Sand Hill Road and is a cluster of world-class office space, activated open spaces, and on-site amenities in one vibrant community.

This position collaborates with a team comprised of a senior property manager, property manager and tenant services coordinator, assisting the property manager in maintaining excellent tenant relationships, supporting daily operations for optimal upkeep of the site, and managing the financial functions.

This role requires 5 days in the office at our Menlo Park, CA location.

The ideal candidate for this position should be comfortable working in a high-profile setting where customer service is paramount. It is a busy, collaborative environment that includes interacting with people at various levels inside and outside the organization.

Responsibilities

• Acts in a property manager capacity as needed.
• Assists in supervising vendors, creates vendor repair agreements, maintains vendor’s files, and monitors vendor insurance as needed.
• Assists with property inspections, follows-up and assigns work orders to service providers.
• Assists with tenant relations including but not limited to participating in tenant meetings and supporting property specific and regional tenant programs and activities.
• Assists with tenant move-ins including disbursement of keys and access cards, establishment of a new mail service, walk-through and all other tasks as required.
• Assists with card access input and procedures for the property as needed.
• Assists property manager with capital improvement and tenant improvement projects.
• Professionally interfaces with all levels of management, vendors, and tenants.
• Manages monthly Accounting Calendar for adherence to deadlines throughout the month to include completing monthly accounting tasks, including review of rent edits, accruals, and account payables.
• Monitors tenant receivables including review of rent statements, responding to tenant inquiries, rent collection, miscellaneous billings, and delinquency reporting.
• Processes invoices daily, including vendor coding, approval verification and budgetary review. Maintains accurate financial records using MRI accounting software. Prepares necessary check requests; inputs related data and processing within established guidelines. Research and responds to internal and external inquiries. Research invoices and payments to ensure timely and accurate payment.
• Manages the preparation of and gives approval on accurate tenant billings.
• Follows up on all delinquencies. Obtains aging report for property manager and delivers standard correspondence to address delinquencies.
• Prepares monthly operating report for property manager review and approval.
• Reviews monthly rent roll for accuracy for property manager’s review.
• Responsible for working with Asset Management on annual tenant common area expense billings and reconciliations.
• Responsible for all budget input into spreadsheets and/or budget application.
• Tracks costs and tenant billings for tenant improvement projects.
• Backs up the Tenant Services Coordinator to dispatch service calls to enter into the work order software program “Prism” and follows up to ensure satisfactory completion. Welcome visitors and clients in a professional, courteous, and helpful manner.
• Supports preparing aspects of the annual budget and gathering bid proposals for potential work to be performed.

Qualifications

• At least two-three years of experience in the commercial property management field
• 4 yr degree (BA preferred)
• Strong mathematical skills and organizational aptitude
• Excellent computer skills including proficiency with Microsoft Word and Excel
• Clear, concise written and verbal communication skills
• Above average customer service skills and problem-solving capabilities
• Detail oriented
• Works well with deadlines
• Takes initiative and is “self-starter” with a positive attitude
• Cooperative/Team Player
• Resourceful, reliable, and punctual
• Eager to learn and be a "go-to" when questions/issues arise

The person in this position must be able to:

• Remain in a stationary position for 75% of the time working on a computer and attending virtual meetings.
• Occasionally move about the office to access file cabinets, office technology, and attend meetings etc.

Compensation:

• $75,000-$85,000
• Annual bonus opportunity
• Full benefits 
• 401k
• Flexible vacation policy

Divco West Services, LLC (“Company”), an equal opportunity employer, is committed to equal opportunity for all employees and applicants. The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.  We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/

This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment. This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.