Tiarna Real Estate Services, Inc.
Property Coordinator/Assistant Property Manager – Office Portfolio

Location: San Diego
Reports To: Senior Property Manager
Salary Range: $65,000 to $70,000 based on experience.

Position Summary 

The Assistant Property Manager (APM) plays a vital role in the daily management and operations of a portfolio of industrial properties. Working under the direction of the Senior Property Manager (SPM), the APM ensures that tenant relations, vendor services, financial processes, and administrative tasks are handled efficiently and professionally. This position is ideal for a proactive, detail-oriented individual with a strong understanding of commercial property management fundamentals.

Key Responsibilities 

Tenant Relations 

• Respond promptly and professionally to tenant inquiries and service requests.
• Coordinate routine and emergency maintenance based on lease obligations.
• Assist with tenant move-ins/move-outs, including coordination of vendors and documentation.
• Maintain accurate tenant records, including contact information and lease abstracts.

Vendor Management 

• Communicate with vendors in alignment with management and client protocols.
• Track contract compliance and vendor performance through periodic inspections.
• Solicit bids and prepare Service Agreements, Purchase Orders, and other vendor documentation.
• Ensure vendor certificates of insurance (COIs) and W-9s are current and compliant.

Financial & Administrative Support 

• Code and process invoices, ensuring alignment with budgeted amounts and contract terms.
• Research and resolve discrepancies in invoices and payments.
• Monitor and submit utility bills in a timely manner.
• Assist with the preparation of annual operating and capital budgets, financial reports, and CAM reconciliations.
• Support collections efforts in accordance with lease terms and client directives.
• Assist with the preparation of accurate tenant billings for miscellaneous charges.

Operations & Office Support 

• Maintain organized electronic files for leases, invoices, vendor contracts, and correspondence.
• Update building manuals, emergency contact lists, and tenant notification procedures.
• Assist in property inspections, compliance reporting, and implementation of safety procedures.
• Support the SPM in property audits, capital project tracking, and ownership reporting.

Qualifications 

Education & Experience 

• Bachelor’s degree from an accredited college or university is required.
• 3–5 years of experience in commercial real estate or property management, preferably in office properties.

Licensing 

• California Real Estate Salesperson License required (or ability to obtain within a defined timeframe).

Skills and Competencies 

• Customer Service & Communication: Professional demeanor with strong interpersonal, written, and verbal communication skills.
• Financial Acumen: Ability to understand budgets, perform basic financial analysis, and interpret lease terms related to recoveries and charges.
• Organization & Problem Solving: Proven ability to manage multiple tasks and deadlines with minimal supervision.
• Technical Proficiency: Proficient in Microsoft Office (especially Word and Excel). Familiarity with Yardi Voyager, MRI, AvidXchange, and Outlook or other property management/accounting software is highly desirable.

Work Environment 

• This is a full-time position based in an office environment with periodic property inspections. Travel to sites within the portfolio will be required on a weekly basis, no less than once a month.
• Contributes to building a positive team spirit, treats people with respect.
• Follows policies and procedures, completes administrative tasks correctly on time and is consistently at work and on time.

A bachelor’s degree is required, and a California Real Estate Salesperson License is required or must be obtained shortly after hire. Experience with Yardi, MRI, or Avid systems is a plus.