Assistant Property Manager

Company Overview:

Hillwood Urban is a full-service commercial real estate company founded in the legacy of Hillwood.  Leveraging our deep roots in commercial investment and development, we are a real estate company built from our core values and focused on the evolving needs of our clients.  A Perot company, Hillwood Urban operates with integrity and accountability, employing innovative thinking and an unwavering commitment to quality.  For additional information, visit www.hillwoodurban.com.  

Position Summary:

Hillwood Urban is seeking an Assistant Property Manager to support the management and operations of a premier Class AA office property in Uptown Dallas, Texas. Reporting to the Senior Property Manager, this role will be responsible for helping ensure the asset is maintained and operated to the highest standards of tenant service, financial performance, and operational excellence.

The Assistant Property Manager will play an active role in tenant relations, building operations, vendor management, financial administration, and lease compliance. Responsibilities include coordinating day-to-day property activities, supporting budgeting and reporting processes, administering lease obligations, monitoring service providers, and addressing tenant needs in a professional and timely manner.

The ideal candidate is a proactive, detail-oriented professional with strong organizational and communication skills, sound judgment, and the ability to effectively manage competing priorities while collaborating across internal and external stakeholders.

Responsibilities:                                                         

Property Operations and Administration:

• Coordinate daily property operations and serve as a primary point of contact for tenants, vendors, and building staff.
• Oversee accurate property records, including leases, vendor agreements, service reports, and compliance documentation.
• Monitor vendor and tenant Certificates of Insurance, contract requirements, renewal dates, and compliance with property standards.
• Coordinate vendor services, review performance against contract requirements, and follow up on service issues and corrective actions.
• Support enforcement of building rules and regulations and coordinate security, life safety, and emergency preparedness procedures.
• Oversee tenant work orders through the building management system, prioritize requests, and follow through to timely resolution.
• Perform routine property inspections, document deficiencies, and coordinate repairs, preventive maintenance, and follow-up.
• Resolve tenant inquiries and escalated service requests professionally, involving the Senior Property Manager as appropriate.
• Collaborate daily with engineering, security, janitorial, parking, and other service providers to maintain building standards.
• Coordinate shared-space reservations, vendor access, and operational requirements for tenant use.
• Monitor amenity operations, including fitness center maintenance, supplies, and vendor service needs.

Financial Management:

• Review, code, and process invoices; verify contract terms, supporting documentation, and budget alignment.

• Monitor tenant receivables, research outstanding balances, and coordinate collection follow-up and documentation with the Senior Property Manager.
• Assist with monthly rent statements, tenant billings, reconciliations, and supporting documentation.
• Support annual budgets, forecasts, monthly financial reporting, variance explanations, and competitive bidding for contracts and repairs.

Tenant Relations and Retention:

• Maintain tenant communications, welcome materials, handbooks, and current property contact information.
• Build positive tenant relationships, address service concerns, and identify opportunities to improve tenant satisfaction and retention.
• Manage tenant move-in and move-out coordination, including access, deliveries, vendor scheduling, and compliance with building procedures.
• Coordinate day-to-day operations of shared amenities, including tenant lounges, rooftop terraces, and fitness facilities.
• Plan and coordinate tenant engagement events, property notices, and building-wide communications.

Required Skills and Abilities:

• Strong customer service orientation, sound judgment, and a professional, polished demeanor.
• Excellent written and verbal communication skills with tenants, vendors, contractors, and internal stakeholders.
• Ability to build relationships, coordinate cross-functional teams, and take ownership of operational issues.
• Strong organization and time management skills with the ability to prioritize competing deadlines and manage projects.
• Ability to oversee vendors, evaluate service quality, and ensure adherence to contracts and property standards.
• Working knowledge of commercial property budgets, financial reporting, accounts payable, receivables, and lease administration.
• Strong analytical skills, initiative, and ability to identify issues and recommend practical solutions.
• Ability to work independently, exercise discretion, and remain responsive during time-sensitive building issues.
• Proficiency in Microsoft Office Suite, particularly Excel; experience with Yardi, AvidXchange, or similar commercial property management systems preferred.

Education and Experience:

• Bachelor’s degree preferred or equivalent relevant work experience.
• Minimum of 2–4 years of commercial property management experience, preferably supporting Class A office properties.
• Demonstrated experience supporting building operations, lease administration, property budgets, and vendor management.
• RPA (Real Property Administrator) or CPM (Certified Property Manager) designation preferred, or willingness to pursue.
• Active or future involvement with IREM, BOMA, or similar industry organizations encouraged.

EEO Statement:

Hillwood is committed to providing Equal Opportunity in Employment, to all applicants and employees regardless of, race, color, religion, gender, age, national origin, military status, veteran status, handicap, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic protected by law.

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