Assistant Property Manager

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. This position is not eligible for immigration support or sponsorship now or in the future.

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 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. Researches and responds to internal and external inquiries. Researches 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 2-3 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
• Familiarity with AI tools and applications (e.g., Copilot) is a plus
• 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-$95,0000
• Annual bonus opportunity
• Full benefits 
• 401k match
• Flexible vacation policy
• Weekly lunch stipend