Property Management Assistant

At CenterCal Properties, our mission is to create world class retail and mixed-use environments that uplift communities. Located in Fresno, CA, we stand as a beacon of innovation, quality, and inclusivity. We are currently seeking a seasoned Property Management Assistant with a diverse skillset to join our team, someone who embodies our values of Creative Persistence, High Standards, Being Resourceful, Delivering Today, Integrity is Non-Negotiable, Advocate, Collaborate, Commit, and Building Great Teams Through Diversity, Equity & Inclusion.GENERAL PURPOSE: Provide administrative assistance to General Manager and Assistant General Manager of property performing a wide variety of duties including but not limited to:The Property Management Assistant works closely with and under the direction of the General Manager and the Assistant General Manager. The PMA works closely with tenants and explains common area usage policies and procedures to interested parties and is in contact with personnel, and vendors to give or receive information. Largely performs standard, routine administrative functions of a diversified nature. The PMA screens questions and requests from tenants, vendors, and the public, and responds to or resolves problems as qualified.KEY RESPONSIBILITIES/DUTIES: Reasonable accommodations may be made to allow differently abled individuals to perform the essential functions of the job. Responsibilities include but are not limited to:· Answer incoming phone calls in a pleasant and professional manner, forward callers if necessary to the appropriate voice mail and/or take detailed messages.· Provide a positive first impression to all guests that visit or call the management office.· Provide excellent customer service to all customers including tenants, vendors, contractors and guests.· Foster spirit of respect, cooperation, and teamwork among co-workers.· Maintain all Tenant Lease, Tenant Correspondence and Vendor files. Electronically file all documents received and distribute.· Maintain current certificates of insurance for all tenants and vendors and track expirations.· Prepare and mail memos, tenant letters and vendor letters for Property Management.· Assist with submitting Contract Approval Forms, License Agreement Requests and track status.· Coordinate set up of new vendors with required information including W-9, approved contracts, and COI, as needed.· 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.· 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.· Provide assistance to Construction and Marketing Department as requested.· 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.· Prepare annual estimated charge letters and increased charges letters to tenants.· Prepare accounting forms including manual bill forms, termination forms, open and close forms, tenant billbacks and write-off requests.· Track utilities on a monthly basis and assist with utility reconciliations.· Ensure percentage rents calculated are reflected on ledgers and provide timely collection.· Coordinate usage of Conference room and assist with conference/meeting setup.· Order and maintain office supplies while staying within budget.· Order FedEx supplies, prepare labels and packages for pick up, distribute mail and packages as needed.· Ensure that all office equipment runs properly and arrange repairs for appliances, office equipment and phone issues as needed.· Update, maintain and distribute internal staff phone list, address lists and vendor lists.MINIMUM QUALIFICATIONS: The following are the minimum qualifications which an individual needs in order to successfully perform the duties and responsibilities of this position. Please note that the minimum qualifications may vary based upon the department size and/or geographic location.Knowledge/Skills and Abilities: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.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.PHYSICAL DEMANDS: In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to allow differently abled individuals to perform the essential functions of the job.Nature of work requires an ability to effectively communicate and exchange information, collect, compile, and prepare work documents, and operate standard business office equipment.WORK ENVIRONMENT: In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to allow differently abled individuals to perform the essential functions of the job within the environment.Work performed in a general office environment. May require extended hours during peak periods.Work performed in a general office environment and on property.

Created: 2025-05-31