Colorado Judicial Branch
Assistant Property Manager
Job Title
Assistant Property Manager
Job Code
R43554
Job Series
Property Manager
FLSA Status
Exempt
OCC Group
Financial Services (FS)
Signature of the State Court Administrator approval available on file in the Human Resources Division.
General Statement Of Duties
The Assistant Property Manager assists the Property Manager in all areas of property management for the Ralph L. Carr Judicial Center and the associated 1255 Lincoln Parking Garage. The Assistant Property Manager supervises and coordinates building staff and operations. Primary responsibilities include supporting the Property Manager with day-to-day operations of the facilities and ensuring facilities, equipment and systems are code compliant and maintained in accordance with safety and security standards and requirements, and customer satisfaction.
Distinguishing Factors
The Assistant Property Manager is distinguished by the focus on assisting the management of the Ralph L. Carr Judicial Center and the associated 1255 Lincoln Parking Garage, especially managing routine functions. This classification reports to the Property Manager.
Essential Functions Of the Position
Assists the Property Manager with the management of the Ralph L. Carr Judicial Center and 1255 Lincoln Parking Garage.
Invoices and routes payments from tenants, including verification of appropriate back-up, coding and vouchering. Create and update lease summaries for each tenant.
Maintains and updates building office files and procedures, including tenant information database, procedures manuals, certificates of insurance, tenant anniversaries, contract and lease expirations.
Produces and monitors purchase orders for non-contract materials or services ordered.
Maintains work order system, oversees access control and other databases. Enters and assigns service requests, follows up with staff or vendor to ensure completion, invoice billable work.
Handles tenant requests for special work. May obtain estimate, provide proposal, order work and invoice tenant for such work.
Corresponds with tenants and vendors regarding property issues and initiatives in alignment with department metrics and standards. Assists Property Manager with building reporting.
Assists with coordination of special projects handled by Building Management team. Relays complaints, problems, special cleaning projects, etc. May oversee alterations to building tenant spaces.
Coordinates access to building for vendors and contractors.
Coordinates tenant move-ins and move-outs including furniture deliveries and pick-ups.
Conducts weekly site inspections of property for custodial, safety and security.
Maintains report of electrical charges on EV vehicles.
Assists Property Manager with financial functions, including budgeting, procurement, disseminating monthly financial reports, performing reconciliations, contracts, expenditures and purchase orders.
Assists in collecting and analyzing data to provide information and reports necessary for the development of Controlled Maintenance budgets for the facility. Contributes toward the five-year maintenance plan, facility improvements, sustainability efforts and cost reduction initiatives.
Provides customer service to building tenants. Assists tenants with meetings and event coordination.
Solves problems and troubleshoots issues in assigned areas related to property management and tenant needs.
Supervises Lobby and Building Management staff. Directs staff towards achievement of department and team goals and strategies. Establishes expectations and provides employee performance feedback on an on-going and annual basis. Provides recommendations regarding subordinate's employment probationary/trial period.
Trains, coaches, engages and empowers subordinates. Makes provisions for subordinates to attend training.
Assigns duties and responsibilities to staff; develops and establishes procedures for operations.
Attends meetings and training as required
Performs other duties as assigned or requested.
Supervisor Responsibilities
Has supervisory accountability for other employees. Plans, directs and coordinates activities for a unit. Duties may include scheduling and assigning of work, training in all facets of work, quality control, and decisions impacting the pay, status and tenure of others. Conducts performance appraisals, and provides input into and participates in discipline and hiring processes.
Minimum Education
Graduation from an accredited college or university with a bachelor’s degree in a related field and 3 years of experience in property management. Additional work experience in property management may be substituted on a year for year basis for the required formal education. Certified Property Manager or Real Property Administrator preferred.
Physical Demands
While performing the duties of this job, the employee is regularly required to travel from floor to floor and may be required to travel outside between buildings in varying outdoor weather conditions. The employee may also be regularly required to sit or stand for prolonged periods of time; regularly use hands to operate office machinery including, but not limited to, telephones, computers, fax, and photocopy machines; regularly walk, talk, and hear.
Work Environment
While performing the duties of this job, the employee is frequently exposed to wet and/or humid conditions, moving mechanical parts, high, precarious places, outside weather conditions, and vibration. The employee is occasionally exposed to hazards including adverse atmospheric, weather, wet and/or humid conditions, temperature changes, bodily fluids, bio-wastes, risk of blood-borne diseases, fumes or airborne particles, toxic or caustic chemicals. The noise level in the work environment is usually moderate to loud. The employee must occasionally lift and/or move up to 25 pounds. This position is subject to varying and unpredictable situations; may handle emergency or crisis situations; is subject to many interruptions; may handle multiple calls and inquiries simultaneously; and may occasionally handle absentee replacement on short notice.