Position Information

Position Information Message
Assistant Property Manager - East Bay, Pleasanton, CA
The Assistant Property Manager position at Harsch Investment Properties represents a rare opportunity for a qualified and dedicated individual to join and contribute to a consistently successful, growing organization, with a national reputation for real estate excellence. Founded in 1950, our privately-held real estate company acquires, manages and develops properties for its own richly diverse portfolio. Award-winning Harsch enjoys a stellar reputation in the industry, and among countless thousands of tenants throughout the Western United States. We own and operate over 26 million square feet of office, multi-tenant industrial, multi-family and retail properties in six western states. Headquartered in Portland, Oregon, Harsch has regional offices in Portland, Seattle, the San Francisco Bay Area, Sacramento, Las Vegas, and San Diego. 

Essential functions/tasks:

  • Assists the Sr. Property Manager in the overall management of the properties by increasing the value of assigned properties by providing support and organization and to create and implement a comprehensive management and leasing plan as follows:

  • Prepare and/or maintain files for each assigned property that provides information on buildings, utilities, contractors, contracts, emergency procedures, property insurance, and other information necessary to operate each property.

  • Assists with the day-to-day activities meeting their deadlines and priorities (i.e. accounting timelines, ensuring the accuracy in new tenant set-up, coding and data entry of payables, work order time lines as it relates to tenant service, etc.)

  • Conduct move-in and move-out suite inspections with tenants prior to occupancy or upon expiration of lease, and complete related paperwork for security deposit refunds or closing out a tenant account on a timely basis.  Communicate and prepare space for turnover (i.e. janitorial, painting, carpet, utility (gas/electric) changeover(s), ordering of Park specified signage etc.).

  • Investigate accidents, vandalism, property damage, etc. as required. Review situation, write and submit reports to Corporate Risk Management. Discuss insurance issues with appropriate in-house personnel. Authorize repairs and mobilize vendors.

  • Assist the Sr. Property Manager in preparation of annual budgets and business/leasing assumptions for assigned properties.

  • Assist in preparation of annual CAM reconciliations.

  • Assist in preparation of quarterly reports for assigned properties following company guidelines.

  • Review operating statements and aged receivables on an on-going basis and work with Supervisor to resolve discrepancies as required.

  • Track property budget(s) in order to meet financial obligations.

  • Assist in development and implement tenant relations program with team.

  • Respond and resolve tenant complaints in a timely and professional manner.

  • Under direction of Supervisor, administer Tenants’ and Landlords’ compliance with terms of the Lease.

  • Under direction of the Supervisor administer Tenant Defaults with the terms of the Lease/company policy and procedures timelines.

  • Inspect properties on a weekly and monthly basis for maintenance and tenant compliance measures.

  • Keep Certificate of Insurance documents updated for all tenant and vendor contractors.

  • Contract with vendors regarding property operations i.e.(but not limited to) landscaping, HVAC, grounds sweeping, parking lot, storm drain cleaning, electrical, plumbing, trash, etc. Follow appropriate bid process, review information and analyze and award contract utilizing proper in-house signing authority procedures

  • Under direction of the Supervisor, prepare appropriate spending approval forms (MSC) for signature by Supervisor prior to awarding the work; prepare contracts for signature thereafter (AIA when over $50K).

  • Obtain labor and material releases from contractors and post notices of Non-Responsibility as needed for any Tenant Improvement or capital work

  • Prepare Lease documents, tenant notices when required.

  • Assist with special projects, involving research and analysis, as requested by Supervisor.

Additional tasks:

  • Work with on-site property team members ensuring internal tasks and projects get completed on time.

  • Type correspondence/leases/reports/memos, etc., copy, distribute and file. Paperwork must be prepared accurately, timely and meet specified deadlines. Proofread and spell check all paperwork before it leaves the department.

  • Routing and distribution of all internal and external correspondence following company procedural guidelines. Involves typing envelopes, copying, filing, faxing and mailing.

  • Answer telephones promptly and take detailed and accurate messages. Answer department staff telephone lines if staff is unavailable or pre-occupied.

  • Maintain tenant/vendor files and good record keeping. Involves copying, filing, assembling, labeling and organizing new files. Follow up in written format with a copy of the letter to the tenant lease file or vendor file.

  • Exercise good customer service skills when assisting tenant inquiries, vendors and others. Review A/P vouchers for accuracy, information and coding on weekly basis. Correct as required.

  • Responsible for maintaining and safe keeping of key and lock distribution to tenant suites.

  • Print and distribute monthly Lease Status reports & various other reports for the department.

  • Work on any additional projects/properties as designated by the Supervisor.

Position: Assistant Property Manager - East Bay, Pleasanton, CA
Organization: Harsch Investment Properties
Location: Pleasanton,  CA 
United States
Posting Start Date: 8/11/2020
Date Posted: 8/11/2020



Bachelor’s Degree in Real Estate, Property Management, Business Administration or related field. Or the equivalent experience in the Real Estate field.

Experience, training, skills required:

  • A minimum of three to five years’ experience in Property Management role handling property maintenance & repair, tenant improvements, tenant complaints, vendor contracts, lease administration and enforcement.

  • Minimum of three to five years’ experience in commercial/office and/or retail real estate industry.

  • Minimum of three years’ experience as an administrative/accounting role.

  • Knowledge and understanding of real estate laws and procedures.

  • Analytical skills and an understanding of various accounting/financial tools and procedures.

  • Ability to read and interpret lease documents, strong analytical skills.

  • Strong and efficient computer skills including Microsoft Office, property management software systems (Yardi experience preferred).

  • General knowledge and understanding of blueprints and drawings.

  • Above average skills in grammar, spelling, and math.

  • Familiarity with telephone system(s) in a medium-to-busy office. Professional telephone etiquette with friendly demeanor. 

  • Ability to handle multiple tasks coordinates, manage and communicate effectively in both written and verbal form. 

  • Utilize good customer service skills when assisting tenant inquiries, vendors and others.

  • Problem solving talents, proactive approach in role.

  • Strong organizational skills, attention to details and ability to remain composed and flexible. 

  • Self-motivated with ability to follow-through and exercise good judgment; creative and resourceful.

  • Maintains professionalism at all times; maintains decorum in personal activities and conversation.

  • Dependable, reliable, cooperative. Good interpersonal skills. Positive attitude and, cheerful disposition in a team-oriented environment.

License or certification required:

Valid Driver’s License and registered automobile.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

Status: This listing expires on: 10/10/2020
Apply Apply for this Position
Send to a Friend  Send to Friend
Return to Job Search  Return to Job Search
Post a Position  Post a Position
Organization Information
Harsch Investment Properties

Pleasanton,  CA 94588
United States
Colin Wray