Description

Property Manager - Contributing to asset value by leading effective and cost-efficient day-to-day operations of the property.  Interacting with and serving Customers (Tenants/Subtenants, Vendors, Contractors, Staff and Guests) in an ethical, professional and courteous manner

Essential Functions

      Lead the on-site building operations team consisting of 5-6 team members

      Developing and maintaining positive Tenant/Subtenant relations

      Collaborating with and supporting Marketing & Leasing and Tenant Constructio

      Handling fiscal activities of the property, including: 

§  Annual Budget Preparation

§  Confirming Rights of Refusal, etc. for Leasing; delivering ROFR’s prepared by Leasing to Tenants

§  Reviewing drafted Leases for accuracy prior to execution

§  Preparing Lease Abstracts for Leases and Amendments and submitting to accounting

§  Preparing Commencement Date Letters and other Notices and routing to Tenants

§  Review and approval of Monthly Rent-Up prepared by accounting

§  Ensuring accuracy and completion Tenant Bill-backs and Late Charges to be entered into MRI

§  Maintaining Excel Parking File for accurate billing for Reserved and Unreserved spaces in arrears  

§  Managing A/R, including handling major A/R issues and Lockouts when necessary

§  Reviewing and approving invoices for payment by accounting

§  Preparing RFPs for Bidding Service Agreements

§  Periodically auditing Service Contractor Agreements and invoices

§  Drafting Monthly Reporting, including Variance Explanations, and Stacking Plans for CFO

§  Preparing and submitting Vacancy Notification Forms to Accounting

      Bidding, awarding and administering Service Contractor Agreements and improvement projects:

§  Cleaning, Security, Access Control, Elevators, Parking, Landscaping and other contracted services

§  Major one-time repairs and Capital Improvements

      Ensuring the training of all property personnel in all Emergency Procedures, including: 

§  Establishing and Implementing Safety Plans & Procedures

§  Monitoring Personnel and Equipment

§  Executing plans and procedures during emergencies (e.g. response to building fire alarms or reported fires, bomb threats, medical/weather/other severe events, interacting with Police, Fire, and/or EMS in the capacity of the Fire/Life Safety Director)

      Managing property personnel, including:

§  Recruiting, Training, Evaluating Performance and Annual Merit and Bonus Recommendations

      Oversee ongoing administration of Certificates of Insurance with Endorsements from Contractors, Vendors and Tenants; track and confirm compliance with minimum Owner/Manager insurance coverage requirements

      Monitor Tenant/Subtenant (Tenant) Work Order requests in ANGUS; track completion using Open Ticket Report

      Review of Security and Janitorial Reports for incidents or deficiencies; follow-up with Supervisors to resolve

      Review Tenant Notifications prepared by Property Administrator as necessary

      Arrange for updates of Tenant, Contractor/Vendor and Property Contacts Databases

      Ensuring Tenant Lease files, Contractor/Vendor files, and Building Operations Files are saved to ShareFile

      Oversee Tenant Appreciation events and Fire Warden Training and HFD Consultations

Requirements

Essential Knowledge and Skills 

      Excellent interpersonal skills with emphasis on teamwork and collaboration. 

      Establishing and maintaining a cooperative working atmosphere among building operations personnel

      Maintaining a calm demeanor in emergencies

      Remaining open minded to the exchange of ideas, information, and opinions with others to formulate policies and programs and/or arrive jointly at decisions, conclusions, or solutions

      Effectively communicate verbally and in writing; interpret written, oral, diagrammatic or schedule instructions

      Compose correspondence, summaries, and reports with proper format, punctuation, grammar, diction and style

      Read and interpret news publications, journals, manuals, financial reports, and legal documents

      Compute discount, interest, profit and loss, commissions, escalations, ratios and proportions, and percentage

      Integrate analysis of data to determine facts and/or develop knowledge concepts and interpretations

      Apply problem solving skills to deal with various situations where only limited standardization exists

      Produce spreadsheets and documents; use applications (Outlook, MRI, ANGUS, Excel, Word, ShareFile)

Experience 

      Minimum of four (4) years Property Management experience with profit and loss responsibility.

Education 

      Associate degree or a bachelor’s degree (preferred)