Assistant Commercial Property Manager

The Assistant Commercial Property Manager supports the daily operations, financial administration, customer relations, and maintenance coordination of commercial office properties. This position works closely with property management, engineering, accounting, vendors, and customers to ensure efficient building operations, high customer satisfaction, and accurate financial and operational reporting.

Responsibilities include coordinating customer move-ins and move-outs, managing vendor contracts and insurance documentation, overseeing parking operations, monitoring maintenance work orders, and supporting rent collection and accounts payable activities. The Assistant Commercial Property Manager also assists with operating budgets, expense recoveries, financial reporting, property inspections, construction coordination, and customer engagement initiatives. Key responsibilities include:

Respond to customer requests, concerns, and service needs while maintaining positive relationships and supporting customer retention.

Coordinate with maintenance and engineering teams to resolve building-related issues and ensure timely completion of work orders.

Identify recurring customer concerns and communicate issues to property management.

Support customer engagement programs, community-building events, and tenant activities.

Coordinate customer move-ins and move-outs, including property walkthroughs and completion of required checklists.

Monitor vendor service contracts, recurring service agreements, and bids for expiring contracts.

Assist with vendor service agreements and contract administration.

Collect and maintain vendor Certificates of Insurance (COIs), including processing through Certrax and following up on expired or deficient documentation.

Oversee parking administration, including billing, parking counts, and month-to-month agreements.

Monitor property work orders and coordinate completion with the engineering team.

Manage rent collection and accounts receivable activities.

Identify potential collection issues and communicate concerns to property management.

Assist with lease-related notices, forms, legal documentation, and customer correspondence.

Review and approve invoices and purchase orders through the Nexus accounts payable system.

Oversee Angus billback processing and billing verification.

Monitor Enertiv billing activities and related communications.

Collect gross sales reports and provide information to the accounting department as requested.

Support operating expense recovery processes, including preliminary billings, reconciliations, and budget-year setup.

Coordinate customer correspondence and billings related to operating expense recoveries.

Assist with planning and budgeting operating and capital expenditures.

Oversee special billing calculations and assist with annual budgets, capital reports, reforecasts, variance reports, and accounts receivable reports.

Participate in pre-construction meetings and punch walks as requested.

Coordinate Acceptance of Premises (AOP) documentation from lease administration through customer approval.

Conduct regular property inspections and recommend maintenance, repairs, alterations, and improvements.

Assist with obtaining vendor bids, coordinating service contracts, and supervising contracted work.

Support training and development of property management team members and contracted personnel.

Participate in professional organizations and industry activities, including BOMA and IREM programs.

Must-Have Skills, Experience, and Education:

High school diploma or GED.

2–4 years of commercial office property management-related experience.

Basic knowledge of accounting, budgeting, and finance.

Understanding of commercial office property management operations.

Experience providing customer service in a commercial property management or related environment.

Excellent customer service and relationship management skills.

Ability to respond professionally to customer requests, concerns, and service issues.

Ability to coordinate with maintenance and engineering teams to resolve property-related problems.

Strong organizational and time-management skills.

Ability to manage multiple priorities, deadlines, and customer requests.

Strong written and verbal communication skills.

Ability to communicate effectively with customers, vendors, property management personnel, and accounting teams.

Ability to maintain accurate financial, operational, and customer records.

Ability to assist with rent collection and accounts receivable activities.

Basic understanding of accounts payable processes, invoice review, and purchase orders.

Ability to support operating budgets, financial reporting, and expense tracking.

Ability to coordinate vendor services and maintain contract documentation.

Ability to conduct property inspections and identify maintenance or operational concerns.

Ability to coordinate customer move-ins, move-outs, and property walkthroughs.

Ability to work effectively with internal departments and third-party service providers.

Proficiency in Microsoft Office, including Outlook.

Strong attention to detail and accuracy.

Ability to exercise sound judgment and maintain professional conduct.

Ability to adapt to changing priorities and work effectively under deadlines.

Strong commitment to customer satisfaction, accountability, and ethical business practices.

Requirements:

Ability to work on-site in Dallas, TX, during the established 8:00 AM–5:00 PM schedule.

Ability to travel overnight occasionally, potentially once annually for 2–3 days.

Ability to manage multiple property management responsibilities and changing priorities.

Ability to communicate and collaborate effectively in person, by telephone, and through electronic communication.

Ability to coordinate customer service activities, vendor services, and building maintenance requests.

Ability to maintain accurate financial and operational documentation.

Ability to assist with budgeting, accounts receivable, accounts payable, and financial reporting.

Ability to conduct regular property inspections and coordinate maintenance activities.

Ability to follow established company policies, applicable laws, and professional ethical standards.

Ability to maintain concentration and attention to detail for extended periods.

Ability to move independently throughout office and property environments.

Hearing and visual ability to recognize and respond appropriately to emergency situations.

Ability to lift and move up to 25 pounds.

Ability to maintain consistent attendance and punctuality.

Nice-to Have Skills, Experience, and Education:

Bachelor's degree.

Coursework toward a Real Property Administrator (RPA) designation.

Coursework toward a Certified Property Manager (CPM) designation.

Experience managing commercial office tenant relationships.

Experience coordinating customer engagement and community-building events.

Experience supporting commercial office tenant move-ins and move-outs.

Experience administering vendor contracts and service agreements.

Experience processing vendor Certificates of Insurance (COIs).

Experience using Certrax for insurance compliance documentation.

Experience overseeing commercial property parking administration.

Experience coordinating property maintenance work orders.

Experience using Nexus accounts payable software.

Experience using Angus for tenant billbacks and billing verification.

Experience using Enertiv for billing-related activities.

Experience supporting commercial property rent collection and accounts receivable.

Experience assisting with operating expense recoveries and tenant reconciliations.

Experience preparing annual operating budgets, capital reports, reforecasts, and variance reports.

Experience coordinating commercial property construction activities and punch walks.

Experience managing Acceptance of Premises (AOP) documentation.

Experience obtaining vendor bids and coordinating contracted maintenance services.

Experience training property management personnel or contracted service providers.

Participation in BOMA or IREM professional development programs.

Experience identifying opportunities to improve property operations and customer satisfaction.